SS/PPS 04.06 - Email Distribution Lists

POLICY STATEMENT

1. Texas State University is committed to supporting the educational mission of the institution through efficient information technology availability and support. The following procedures contribute to the fulfillment of this policy.

PROCEDURES FOR USE OF TEXAS STATE AND STUDENT SUCCESSELECTRONIC DISTRIBUTION LISTS

1. The Division of Information Technology maintains a variety of distribution lists for the university community. The executive assistant in the Vice President for Student Success (VPSS) office must be contacted for list availability.

2. Each department director is responsible for sending requested email announcements to the VPSS office. The executive assistant or delegate will review and approve the message. The content of the message may contain a hyperlink to a more detailed website. The desired message and conscribed distribution list (e.g., current students, staff, faculty, or Student Success staff) should be sent electronically to vpss@txstate.edu for approval at least three business days in advance for general announcements. Other conscribed distribution lists are available. The executive assistant must be contacted for additional information. When using images in the email body, alternative text must be used for screen reader and other assistive technology accessibility.

3. Email messages will be approved according to the following:

   1. Category I – information that is of vital importance to the university or information that is mandated for distribution (e.g., health warnings, religious holidays, etc.).

   2. Category II – major departmental or divisional events open to the entire university community, particularly those events where the community cannot easily access the information (e.g., job fairs, diversity month, etc.).

4. The following types of email messages are generally not permissible:

   1. messages that promote or announce results of individual department events;

   2. messages that promote the commercial or personal interests of a department or staff member (e.g., charitable events, lost cat, roommate needed, house for sale); or

   3. reminder email messages, unless approval is granted by the VPSS.

   Questions about email message distribution should be directed to the VPSS office at 512.245.2152.

PROCEDURES FOR USE OF DEPARTMENT ELECTRONIC DISTRIBUTION LISTS

1. Due to maintenance, the university maintains a limited number of conscribed electronic distribution lists. The university lists may not meet the specific needs of a department.

2. For university business, departments may create and distribute their own electronic distribution lists if they meet the following criteria:

   1. the format of the email message is consistent with the university’s format of electronic distribution list email messages (i.e., embedded hyperlinks to websites with more detailed information are encouraged); and

   2. the list should be comprised of Texas State email accounts when applicable.

3. Any distribution list that does not meet the criteria should be approved by the VPSS office before information is sent to the recipients.

* REVIEWERS OF THIS PPS

1. Reviewers of this PPS include the following:

   Position	Date
   Director, Student Success Technology Services	February 1 E4Y
   Executive Assistant to the Vice President for Student Success	February 1 E4Y
   Associate Director, Student Success Technology Services	February 1 E4Y

* CERTIFICATION STATEMENT

This PPS has been approved by the following individuals in their official capacities and represents Texas State Student Success policy and procedure from the date of this document until superseded.

Director, Student Success Technology Services; co-senior reviewer of this PPS

Executive Assistant to the Vice President for Student Success; co-senior reviewer of this PPS

Vice President for Student Success