Policy: Mass Email (5.22.3)

PDF copy of this policy.


Part 1. Policy:  Rochester Community and Technical College delegates to official Moderator(s) the responsibilities of review, recommendations and feedback, approval or denial of proposed mass (all college) emails to RCTC faculty, staff and/or students. All electronic communications are expected to comply with federal and state laws, MNSCU guidelines and policies, as well as College regulations and policies, including those governing public computing resources, security considerations, and ethics in computing.

The role of Moderators are to grant approval for mass email messages and is delegated to specific individuals identified by College Leadership. (Policy 5.22.3)

Part 2.  Delegated Moderators and Distribution Lists: Individuals wishing to send a large mailing to all faculty/staff or students must get approval from the authorized Moderator (see the table below). Exceptions or requests that fall outside the scope of this table will be handled on a case-by-case basis.

Intended Audience Approving Office Contact /Distribution List
All Employees: Faculty and Staff Marketing All.Employees@rctc.edu
All Faculty Office of the Vice-President of Academic Affairs All.Faculty@rctc.edu
All Staff Marketing All.Staff@rctc.edu
All Students Office of the Vice-President of Student Affairs
College-Wide: Internal and External Agencies Marketing UCR-All@rctc.edu

Part 3. Procedure:  After creating the draft mass email, enter the appropriate distribution list in the To: field from the table above and send. The email will be sent to a queue for the Moderator’s review. Once the email has been reviewed, the following options will apply:

  • Email is considered appropriate and is approved as is;
  • Email requires modification due to grammar, content or timing, and is sent back to author for updates;
  • Email is not considered appropriate for mass email distribution and is denied. The author will be provided feedback and possibly directed to more appropriate channels.

Part 4.  Mass Email Checklist: Before sending a large-scale mailing, individuals should ensure they can answer “yes” to each of the following questions:

  • Is the message relevant to RCTC’s core missions?
  • Is email the best or appropriate method to get information to your intended audience?
  • Have you included in the content of the message:
    • A “From:” address where replies will be received
    • The office, organization, or individual sending the message
    • Contact information if there is a question, comment, or complaint about the message
    • An explanation of why the recipient is receiving the message
    • Required information presented succinctly
    • Pointers to Website or elsewhere for additional information, if applicable

Part 5.  Mass Email Categories: There are three classes of mass email: Urgent, Formal Notice and Informational. The class of the message affects both the audience and the distribution schedule. Authors should indicate which category their message is.

  • Urgent Class
    Urgent class is a category of mass emails reserved for highly important, time-sensitive campus emergency notices, such as security alerts. Messages in this class may be scheduled for immediate distribution as soon as properly approved.
  • Formal Notice Class
    Formal notice class is a category of mass emails reserved for highly important, non-emergency messages, such as federal reporting requirements. Messages in this class are scheduled for off-peak distribution, after properly approved, between the requested run date and the expiration date of the message.
  • Informational Class
    Informational class is a category of mass emails covering non-emergency messages related to College work or information, other than events. Events should be posted to the campus events calendar. Messages in this class are scheduled for off-peak distribution, after properly approved, between the requested run date and the expiration date of the message.

Part 6.  Mass Email Abuse: Abuse of the mail system in the ways outlined in this document constitutes a violation of the College’s Acceptable Use Policy. Violators may be referred for disciplinary action to the appropriate College body. Access to College information technology resources may be denied without notice until the issue has been resolved.


Part 7.  Alternative Communication Channels:  To assist with effective communication to the College community, Rochester Community and Technical College has other electronic communications or publications that are published or updated regularly.

Date of Implementation:       Summer 2015

Date of Adoption:                  May 13, 2015