Longwood University    Chief Information, Technology, and Facilities Officer:     Information and Instructional Technology Services     201 High Street, Coyner 107, Farmville, VA  23909    Phone: 434.395.2034         Fax: 434.395.2035

Policy 6108
BULK MAILINGS TO STUDENTS

I.     PURPOSE

This policy establishes the guidelines for the use of relaying institutional related information to the student body using bulk mailings, both electronically through e-mail and on paper through the campus post office.

II.     POLICY

There are times when the students need to be notified of issues that affect them. While electronic mail and paper mail are valuable tools for conducting business, bulk mailings place heavy burdens on e-mail systems, servers, and post office staff. Bulk mail using the institution's electronic mail system and post office are intended to advise all students of issues of a critical nature. These include campus or regional emergencies, system downtime, and information significant and compelling to the student community.

III.     PROCEDURE

A. Anyone wishing to send an electronic message to all students must complete the form at: http://www.longwood.edu/helpdesk/contact/submission.html   The completed form will be sent to the Assistant Dean for Student Affairs for review. If it meets the guidelines, the message will be forwarded to Information and Instructional Technology Services (IITS) for distribution.  Each communication will:

1. Include the name, title, and e-mail address of the person who will be listed on the broadcast e-mail as the originator of the message and to whom replies may be sent.

2. Include the "Subject:" text for the message.

3. Keep the message as brief as possible (approximately two hundred [200] words or less) to conserve e-mail resources.
                
4. If possible, include a URL with more information.

5. Not include attachments.

Exception to the review process will be made when the health and safety of the students is in immediate jeopardy.  IITS reserves the right to modify the formatting, spelling, wording, and/or punctuation of the communication without altering its intended message.

B. In cases where individuals or departments have generated personal lists of e-mail addresses to which they send bulk messages, IITS requests compliance with the following:

1.  Follow all items outlined under section III.A. above.

2.  Split addresses into multiple groups no larger than two hundred (200) names each.
                
3.  Send during off-peak times such as early in the morning, or late in the afternoon.

C. Anyone wishing to send paper bulk mail to all students must print and complete the online approval form at http://www.longwood.edu/helpdesk/contact/approval.html   and submit it along with one (1) copy of the item to be bulk mailed to the Assistant Dean for Student Affairs. Please allow five (5) business days for review and return. If it meets the guidelines, the approval form and bulk mail item will be returned to the sender who is responsible for submission to the Longwood Post Office. Each paper bulk mailing will: 

1.  follow the guidelines set by the post office found at                 http://www.longwood.edu/helpdesk/contact/mail-guide.html;
        
2.  include the cover letter of approval from the Assistant Dean for Student Affairs;

3.  include all copies of items to be distributed;

4.  include recipient's name and box number on each copy; and 

5.  be ordered numerically by box number.

Approved by the Board of Visitors, September 7, 2002.

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