Email Regulation 502

Regulation 502 Approved: September 13, 2016
Email Regulation
Regulation 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 and Regulations: Improper Activities Reporting Regulation 114;
IT Account Management Regulation 503;
Political Activities Regulation 116;
Records Retention Regulation 119;
Technology Use Regulation 508
Responsible Offices: Information Technology Department
Effective Date: September 13, 2016

I. Purpose

This regulation 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 regulation 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 Regulation and UNCSA’s Technology Use Regulation, the Technology Use Regulation 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. Regulation

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

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 regulation 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 regulation and to update the the name of the campus-wide weekly email.


Email Procedures

Procedure 502

I. Access to the campus-wide email 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. Vice Chancellor for Strategic Communications; 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

C. Upon review for appropriateness by Strategic 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 (, which contains recent posting of campus announcements.