EIU Campus Mass Email Policy
Mass email to all students, all faculty and or all employees is appropriate for information that pertains to the majority of the recipients and meets at least one of the following criteria:
- Provides information essential to the operation or execution of University business;
- Provides information employees need to perform their jobs or engage with the University;
- Provides obligatory information employees need to know as state employees or state officials;
- Alerts the campus community to situations about health or safety risks as defined in emergency notification procedures;
- Announces major campus events (e.g., Commencement, Homecoming, Admissions events, other campus-wide events and/or noteworthy athletic or academic events);
- Alerts the campus community of key processes, procedures, services, and deadlines from Human Resources, Facilities, and Information Technology Services;
- Communicates important information from the President, Provost, or other University senior leadership.
Alternatives to Mass Emails
- Faculty, staff, and students are encouraged to use the numerous communication channels and tools that enable the flow of information between teams, departments, organizations, clubs, and other groups, before resorting to a mass email.
- Announcements of cafeteria menus, individual SLO events, fitness center schedules, book launches, art shows, music performances, bookstore sales, etc. should not be sent to email distribution lists individually; it would be more appropriate to gather this information into a departmental or group newsletter, departmental or group social media, campus posters, table tents, the University Newsletter, the EIU Event Calendar, etc. (A weekly event email is distributed to the campus community on Sunday evenings that lists the upcoming events in the calendar.)
- Faculty, staff, and students may not send a mass email to University email directories unless prior approval is secured from the appropriate VP or the President.
- When requesting a mass email, please include your notice of approval from the appropriate
vice president or the President.
- Target Group: Students
Approver: Vice President of Student Affairs or President - Target Group: Faculty
Approver: Provost / Vice President of Academic Affairs or President - Target Group: Staff
Approver: Vice President of Business Affairs or President
- Target Group: Students