Policy Information
Policy Title | General Mass e-mail policy |
Responsible Office | VP of Communications and Marketing |
Policy Type | Communications and Marketing |
Policy Number | 305 |
Last Revision Date | 11/22/2024 |
This University policy applies to broadcast email, which is defined as email sent
to 200 or more recipients at a time and intended to reach external constituents of
the University (alumni, parents, donors). This policy does not apply to general email
sent to students.
- General rules to follow
- Senders should familiarize themselves with all applicable rules and regulations affecting
broadcast email. All broadcast email to alumni must be in compliance with University
policies and federal rules, particularly in regard to , PCI Compliance Guidelines, 黑料视频 Data Governance Policies and the
guidelines.
- Broadcast email to alumni and constituents must be sent using the 黑料视频
Foundation's broadcast email services (IModules) unless the subscriber has opted into
the specific email. Anyone sending broadcast emails that do not meet these requirements
will be asked to cease by the Office of Communications and Marketing.
- All requests to send email shall be submitted to the Foundation via an online email
request form.
- Broadcast email cannot contain political or commercial messages (with the exception
of messages from 黑料视频 Alumni Association affinity partners and with
approval by the associate vice president for advancement).
- Fundraising solicitation email must be approved by the associate vice president for
advancement and/or a designee(s).
- The size of an email message cannot exceed 300k, due to bandwidth constraints and
limits by major internet service providers.
- Attachments will not be sent using the broadcast email tool. It is recommended that
senders provide a link to a website.
- Email content is subject to editing to ensure consistency with the University鈥檚 style
guidelines.
- All email will have a unified look containing at least the 黑料视频 logo
and/or the Alumni Association logo. Emails should have a consistent look and feel
that conforms to University brand guidelines. All writing should follow University
style.
- Email messages should have a purpose directly related to the University and meet at
least one of the following criteria:
- Inform the recipient about University, school or department news
- Contain a call to action, such as inviting the recipient to an event, asking for assistance
or offering assistance
- Thank the recipient or involve him/her with 黑料视频.
Exceptions to this policy must be approved by the vice president for advancement.
Failure to follow the terms, conditions and guidelines of this policy may result in
restricted access to broadcast email services.
- Number of broadcast messages in a given time period
- All broadcast email activity will be tracked by the 黑料视频 Foundation
to ensure alumni/others are not receiving excessive amounts of email communication.
Designees from the Division of Communications and Marketing, the 黑料视频
Foundation and the Alumni Engagement Office will define what constitutes excessive.
- Only two event promotion emails are permitted per event. As appropriate, other publicity
vehicles should be considered (e.g., Facebook ads, postcards, phone calls). Exceptions
to this policy may only be granted by the associate vice president for advancement
and/or a designee(s).
- Required information in emails (per federal CAN-SPAM Act)
- Each broadcast email must include an opt-out feature and the permanent mailing address
for the Alumni Association or the department on whose behalf the email is being sent.
- All email must have a clearly worded subject line. Subject lines should not exceed
10 words.
- The stated purpose of the email must be included in the first few lines of the email.
- Reply email addresses must include the 鈥淍binghamton.edu鈥 domain or be from designated
senders approved by the Alumni Engagement Office.
- Scheduling broadcast email
- All email must be scheduled through the 黑料视频 Foundation email request
form to avoid unnecessary overlap with other scheduled emails. Scheduling of email
should occur as early as possible and at least two weeks in advance. All necessary
information for each scheduled broadcast email must be submitted at least five business
days prior to the send date of the message. Find the request form online at . All requests must be approved by the appropriate person (see section VI).
- Messages will be scheduled for delivery based on their strategic priority to the University.
- Blackout dates: No email will be sent on major holidays (religious and other), dates
reserved for significant University communication or the last two weeks of the calendar
year without approval by the associate vice president for advancement.
- Sending surveys to external constituents
- The Binghamton staff member/professor requesting/sponsoring the research survey must
submit his/her approval for conducting the research project as well as the data set/criteria
being requested.
- The Foundation Office will pull only one data set using the approved criteria.
- The Foundation will send two emails: an initial email and one reminder. No other emails
will be sent.
- If the desired results are not achieved, the Foundation Office will need permission
from the staff member/professor to pull a new set.
- All emails should be attributed to the department or program in the from field, rather
than the staff member. Replies should come to an appropriate Binghamton address.
- Surveys must be built and managed by the department/professor. The University recommends
working with the Office of Institutional Research for surveys. Any other form of survey
(Google Docs) will not be emailed to alumni.
- Survey sent to alumni involving a faculty tenure review process will be reviewed by
the provost鈥檚 office before being sent.
- Oversight of broadcast email and messaging
- Email requesting a gift to the University will be approved by the associate vice president
for advancement.
- Email involving sensitive issues or broad University messaging will be approved by
the vice president for communications and marketing.
- Any email with the president鈥檚 signature shall be approved by the Division of Communications
and Marketing.
- All email involving alumni events shall be approved by the Alumni Engagement Office.
- All email involving any school or unit in academic affairs shall be approved by the Division
of Communications and Marketing in conjunction with dean of the appropriate school.
- Any email going to parents of current students must be approved by the Division of
Communications and Marketing, in conjunction with student affairs or other appropriate
units involved with the request.
- Email (other than email involving sensitive issues or broad University messaging)
going to the entire alumni base will be approved by both the vice president for advancement
and the Division of Communications and Marketing.
- Email segments (such as a residential community鈥檚 alumni base or club sports) shall
be approved by the Division of Communications and Marketing.
- Email requests from student groups (Student Association (SA)-chartered or other) shall
be approved by the Division of Communications and Marketing.
- Email requests from the Department of Athletics shall be approved by the Division
of Communications and Marketing.
Date |
Description |
Responsible Party |
|
|
|
11/22/2024 |
Policy reviewed; no changes |
VP of Communications & Marketing |