University Policies on EMail Distribution

(Please note, the existing Policies and Guidelines is currently under review by Public Relations Office)

Description

The all-staff and all-student email distribution lists contain the email addresses of all University staff members and students respectively.

Any news or announcements through email that requires the attention of all University staff and students is distributed through these lists. Only a few staff members (Two at IT Services, three at VC’s office) have the privileges to moderate any message before allowing it to be sent out using the all-staff and all-student distribution lists. The all-staff list is automatically updated when a new staff member’s account is created and deleted when a staff member leaves the University. The All-student list is automatically created at the beginning of the year, and deleted at the end of the year.

Policies and Guidelines

1. The use of all-staff/all-student email distribution lists should directly support the academic, teaching, learning, research, administrative and community service activities of the University.

2. The use of the all-staff/all-student email distribution lists for purposes other than those directly or indirectly associated with work, study and a research activity in pursuance of the objectives of the University will not be allowed.

3. Distribution of email through the all-staff/all-student distribution lists is to be from University staff members only.

4. All email sent for distribution through the all-staff distribution list should be for all staff and not a subsidiary of it. Staff members are to create their own subsidiary distribution lists.

5. No advertisements or personal matters will be allowed, they should be directed to the Information Office.

6. All messages on the all-staff email distribution list are to be for all staff and not a subsidiary of it. Staff members are to create their own subsidiary distribution lists.

7. Email to be sent to University staff will be sent at 8:00 am, 1:00 pm and 4:30 pm only, to minimize congestion on our network. Staff are advised to prepare email in advance and to keep in mind the above distribution times to ensure their information is disseminated in a timely fashion. Urgent messages will sent immediately

8. The University does not wish to create an atmosphere of control and regulation around email distribution. The University does however, retain the right to monitor the all-staff email distribution list to ensure its effective and appropriate use.

9. The Director of ITS, acting on behalf of the CITC, will have the authority to reject any email that does not directly support the academic, teaching, learning, research, administrative and community service mandate of the University.

Maintenance

1. It will be the responsibility of the Director I.T.Services to nominate two staff members who will be responsible for the maintenance, screening and distribution of email to all staff.

2. Apart from the nominated staff members, only the Vice Chancellor, Deputy Vice Chancellor and the Registrar will be able to distribute email to all staff without moderation.