GRINNELL POLICY FOR APPROVAL OF MASS, UNSOLICITED E-MAIL
On occasion, mass emails are distributed to faculty, staff and students to convey timely or urgent campus information. Mass emails should only be sent when it is not possible or practical to send communication via regular communication methods, such as the Campus Memo or Laurel Leaf. Mailings of this type are strictly reserved for college related business and are a rare occurrence.
1) Individuals or groups wishing to have information distributed electronically, should first contact the area in which they want the email sent and describe the nature of their request. If the constituency is:
a) Students on campus, then the individual should make a request to the Office of Student Affairs (ext. 3700)
b) Staff on campus, then the individual should make a request to the Office of Human Resources (ext. 4818)
c) Faculty on campus, then the individual should make a request to the Office of the Dean of the College (ext. 3100)
d) Campus emergencies are handled through the security office (ext. 4600)
2) After speaking with a representative from the associated office, the individual or group should send a formatted email directly to:
a) firstname.lastname@example.org for distribution to students
b) email@example.com for distribution to staff
c) firstname.lastname@example.org for distribution to faculty
3) The moderator of the list will then approve or reject the message, following departmental guidelines. If approved, the message will be distributed to its respective list. Moderators do not format or correct email messages. The sender is responsible for the content and format of the email message. Please be aware that listserv technologies do not always recognize special formatting (i.e., Bold, color, etc.) and images, and therefore, these formatting options may appear distorted, or not at all in the distributed message.
The following college departments will be responsible for maintaining the official college mailing lists and have the discretion to approve or reject any messages:
Office of the Dean of the College -- faculty mailing list
Office of Human Resources --staff mailing list
Office of Student Affairs -- student mailing list