For a hardcopy pdf of this document, contact the Office of Compliance (2-8246).
Policy Title: Email Distribution
Policy Number: 350-11
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Responsible Officer: |
Vice Chancellor for University Advancement |
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Responsible Office: |
Office of the Vice Chancellor for University Advancement |
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Origination Date: |
11/14/2017 |
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Date of Revision: |
10/01/2020 |
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Date of Last Review: |
10/01/2020 |
I. Purpose
This document sets forth the procedures of the University of California, Riverside (UCR) for non-elective distribution of electronic mail (email) to all campus employees. It is intended to define the quantity and content of messages distributed approximately simultaneously to all campus employees using official University electronic channels. Such communications are sent directly as individual messages based on their time-sensitivity, urgency, and applicability to all campus employees. This mechanism may also serve as one of the means by which notice is deemed to have been communicated to all campus employees for the purpose of statutory compliance.
This policy applies to the following distribution lists:
· ucrfacultyandstaff@scotmail.ucr.edu
Note: These procedures do not apply to messages sent to the UCR Academic Senate distribution list or enrolled UCR students.
II. Policy and Procedures
A. General Email Distribution
Email messages to all employees on campus may only be sent by one of the following entities, if they meet the criteria above:
1. Chancellor
2. Provost & Executive Vice Chancellor
· Information Technology Solutions (for time-sensitivesystem and technology notices)
3. Planning, Budget, and Administration (health and saftey units)
· Environmental Health & Safety emergency alerts
· UC Police Department emergency alerts
4. University Communications
· University-wide messages on behalf of the UC Office of the President
· Campus publications (Inside UCR, UCR Life, etc.) and news
All other approved campus messages for broad distribution are included in existing communication channels and digital publications, such as Inside UCR, Coming up at UCR, Chancellor's campus update, etc.
B. Faculty Email Distribution
Units on campus wishing to send messages to all senate faculty members (senate@scotmail.ucr.edu) should contact the Riverside Division of the UC Academic Senate for assistance. These communications are sent at the discretion of the Division Chair.
C. Student Email Distribution
Units on campus wishing to send messages to all enrolled students should contact the Office of the Vice Chancellor for Student Affairs. As a “mandatory list,” students@scotmail.ucr.edu may only be used for announcements that are time-sensitive, urgent, and applicable to all recipients. These types of announcements include:
· Registration process
· Health Center offerings (e.g.: immunizations; insurance changes)
· Service curtailments (e.g.: campus closures; office closures due to emergencies, repairs, or upgrades; campus internet interruptions; communications systems malfunctions)
All other approved campus messages for broad distribution are included in existing communication channels and digital publications such as R’Side, R’Campus, etc.
D. Email Distribution Within Campus Organizations
The responsible officers of campus organizations may authorize email distribution to employees within their respective organizations.
III. References
IV. Contacts
For guidance regarding this policy contact the Office of the Vice Chancellor for University Advancement.
V. Revision History
This policy originated in November 2017 and supersedes Scotmail Distribution Policies, dated December 8, 2009. It was revised in October 2020, to (i) include updated communication channels and digital publications and (ii) update references. It will be reviewed, at a minimum every two years, by a representative of the Office of the Vice Chancellor for University Advancement. The Campus Compliance Office updates this policy to reflect changes to related policies or governing standards, regulations, laws, and other such guidance as often as required.