E-mail Policy 502

Policy 502 Approved: September 13, 2016
Email Policy
Policy 502
Source of Authority: N.C.G.S. § 116-34(a);
UNC Code § 502(A)
Revision Authority: Chancellor
History: First Issued: February 17, 2011
Related Policies: Improper Activities Reporting Policy 114;
IT Account Management Policy 503;
Political Activities Policy 116;
Records Retention Policy 119;
Technology Use Policy 508
Responsible Offices: Information Technology Department
Effective Date: September 13, 2016

I. Purpose

This policy is designed to prevent accidental or intentional misuse of UNCSA’s campus-wide email distribution lists and to protect the integrity of UNCSA’s servers and network.

II. Scope

This policy applies to all faculty, staff, temporary employees, vendors, contractors, and affiliates of the University of North Carolina School of the Arts with access to campus email.

In the event of conflict between this policy and UNCSA’s Technology Use Policy, the Technology Use Policy is controlling.

III. Definitions

A. “Broadcast” means the transmission of a message to a significant number of computer accounts on a UNCSA server or servers.

IV. Policy

A. Access to the campus-wide email distribution lists is limited to the individuals designated in this policy’s procedures.

B. Only emails which are relevant to the entire UNCSA community and urgent or time sensitive in nature are appropriate for mass distribution under this policy.

C. All other non-urgent or non-time sensitive messages are included in “My SA Minute”.

D. Use of UNCSA’s email distribution lists and the My SA Minute are limited to school related functions/announcements only. No personal or commercial announcements will be authorized for mass distribution.

E. UNCSA users may not distribute e-mail which are electronic chain letters or unsolicited bulk mail messages (e.g., ‘junk mail’, or ‘spam’, or ‘MLM’).

F. UNCSA computer account holders not authorized access to the campus-wide email distribution lists under this policy may not broadcast email messages without prior approval from a UNCSA official with the rank of Chancellor, Provost, Chief Marketing Officer, or their designees.

V. Revision History

A. February 17, 2011 – Adopted by Board of Trustees as part of UNCSA Policy Manual

B. September 13, 2016 - Revised to clarify the scope of the policy and to update the the name of the campus-wide weekly email.


Email Procedures

Procedure 502

I. Access to the campus-wide e-mail distribution lists is limited to the following:

A. Chancellor;

B. Provost;

C. Vice Chancellor for Finance and Administration;

D. Chief Advancement Officer;

E. Chief Information Officer;

F. Chief of Police;

G. Associate Vice Chancellor for Facilities Management;

H. Marketing and Communications Director; AND

I. their designees.

II. My SA Emails

A. These emails contain school related announcements and lists of performances that are not generally posted on the public performance calendars.

B. To include announcements in weekly distributions, send announcements via the UNCSA website Internal Announcements Form under mysa.uncsa.edu.

C. Upon review for appropriateness by Marketing and Communications, these announcements will be included in the weekly distribution.

D. Announcements received after the deadline will be held until the next week unless authorized by the Chancellor, Provost, Vice Chancellor for Finance and Administration, Chief Advancement Officer, Vice Chancellor for Strategic Communications, Chief Information Officer or their designees.

E. The contents of these emails are also included on the “My SA Announcements” web page (mysa.uncsa.edu), which contains recent posting of campus announcements.