Virginia Commonwealth University is committed to keeping the university community informed regarding significant issues and opportunities both efficiently and effectively through VCU email. Each employee and student of the university is provided a VCU email account and is expected to monitor it regularly.
This policy describes the requirements for distributing information to all members of a VCU audience group via VCU email. The purpose of the policy is to identify individuals authorized to send and receive such emails as well as the appropriate content of messages in order to ensure that mass emails are kept to a minimum and are timely, relevant, coordinated and properly vetted for content and quality.
Noncompliance with this policy may result in disciplinary action up to and including termination. VCU supports an environment free from retaliation. Retaliation against any employee who brings forth a good faith concern, asks a clarifying question, or participates in an investigation is prohibited.
All employees (includes faculty) and students of Virginia Commonwealth University are responsible for knowing this policy and familiarizing themselves with its contents and provisions.
Include all faculty, all staff, all students or substantial segments thereof.
An email sent to all or substantial segments of faculty, staff, or students through university email systems by a designated or authorized sender.
The only individuals authorized to send broadcast mass mail to audience groups.
An individual employee of VCU or a specific division, unit or subunit of the university.
Includes commercial email marketing tools such as iContact, Constant Contact, etc.
Email addresses that end with @vcu.edu, @mymail.vcu.edu and @vcuhealth.org
The Division of University Relations officially interprets this policy. The Division of University Relations is responsible for obtaining approval for any revisions as required by the policy Creating and Maintaining Policies and Procedures through the appropriate governance structures. Please direct policy questions to the Division of University Relations.
This policy supersedes the following archived policies:
|Initial Approval: 09/05/2009||Broadcast or Mass Mail Policy|
|11/01/2017||Broadcast Mass Mail - Interim|
A: This policy is designed to limit the number of mass mails members of the university receive. Polling and feedback from university faculty, staff and students suggests too many emails are sent on behalf of university entities. The policy is meant to ensure that email “fatigue” is diminished and email effectiveness is increased.
A: No. Although (subject to any applicable university policy) third party tools may be used by university divisions, units and subunits to send emails, those tools cannot be used to avoid this policy. The exception to that rule is if members of the university community voluntarily add themselves (opt in) to an email list.
A. Yes, if authorized by the division, unit or school leadership. Importantly, email communications must comply with Virginia law by not disclosing student email addresses to other recipients or by obtaining required student consent for the disclosure. For details visit go.vcu.edu/hb1.
A: Yes, individual divisions, units or schools may continue to send emails to their own employees and students at their own discretion with existing mechanisms.
A: VCU TelegRam is a daily mass mail from the university that contains announcements and events of interest to the majority of faculty, staff and students. In exceptional or emergency circumstances individual emails with a single topic may be sent, but the intent is that only one email a day will be sent from a VCU entity to all faculty, staff or students. VCU TelegRam at http://telegram.vcu.edu/
A: University Relations will strive to include as much content as possible for mass mails. Although you should route your request through your unit or division for approval, ultimately University Relations has discretion as to what can and will be sent in a mass mail.
A: Requests for exceptions must be submitted by email to email@example.com. Included in the email should be the purpose of the requested email, the proposed date of the email, the intended audience, and a brief explanation of the need for an exception to this policy. A response will be provided as soon as practicable (generally within two business days). If the exception is not granted, University Relations will advise of alternative methods of dissemination.
A: Yes. The primary method for university wide distribution is the VCU TelegRam (http://telegram.vcu.edu). Additional guidance is available as needed. Contact information is on the University Relations website at https://univrelations.vcu.edu/