Members of the University community are encouraged to use email, the web and other forms of electronic mass communication, within established guidelines, to facilitate the efficient and effective presentation and delivery of information.
All members, of the following groups: faculty, staff and any other employees, students, emeriti faculty, alumni, donors and prospective students.
‘All’ in what follows means all or a significant portion or segment of the indicated group. It is not confined simply to mean ‘each and every one.’
The sending of communiqués, especially email, to All members of a group or multiple groups
Mass Communications within one’s administrative domain. This includes faculty sending communications to their classes, administrators sending to their employees, schools sending to their faculty, staff or students. Open Mass Communication does not require authorization beyond that imposed by the policy and procedure within individual units, if any.
Mass Communication across community or administrative domains. For example, all students at Pacific (not all students at Law) or all faculty at Stockton (not all faculty in the College), all staff of Pacific (not just all staff at Dental).
Unauthorized and/or inappropriate Mass Communications.
The University community is encouraged, where appropriate, to move away from paper based communications and utilize electronic communications. There is a rising need to be more efficient and effective with internal communications and a rising need to deliver more and higher quality information to virtually everyone encountering the University.
The University also recognizes the sensitivity of our community to receiving unsolicited email, institutional spam. However, the University, from time to time, has academic, business and emergency needs that require Mass Communications.
Finally, the evolving security and legal landscape require Pacific to communicate with care.
See definition above for Restricted Mass Communications.
Within the Guidelines below, the Office of Marketing and University relations operates under a general authorization to
It is generally a poor practice to send unsolicited email to anyone inside or outside the community, but especially if there is not an existing relationship with Pacific. However, whether the mail is solicited or un-solicited, pre-existing relationship or not, if it is sent to the external community, it must comply with the CAN-SPAM act.
[Source Wikipedia] The CAN-SPAM Act of 2003 (15 U.S.C. 7701, et seq., Public Law No. 108-187, was S.877 of the 108th Congress), signed into law by President Bush on December 16, 2003, establishes the United States' first national standards for the sending of commercial e-mail and requires the Federal Trade Commission (FTC) to enforce its provisions. The acronym CAN-SPAM derives from the bill's full name: Controlling the Assault of Non-Solicited Pornography And Marketing Act of 2003
CAN-SPAM defines spam as "any electronic mail message the primary purpose of which is the commercial advertisement or promotion of a commercial product or service (including content on an Internet website operated for a commercial purpose)." It exempts "transactional or relationship messages." […]
The bill permits e-mail marketers to send unsolicited commercial e-mail as long as it contains all of the following:
If a user opts out, a sender has ten days to cease sending spam but they are not required to remove the address. The legislation also prohibits the sale or other transfer of an e-mail address after an opt-out request. […]
Even if such mass mailings conform to the CAN-SPAM act, the University risks being black-listed if recipients see what Pacific sends as SPAM. If a third party is used for a mass communication, a sample copy should be sent to an on-campus address for quality control and data retention purposes.
Mass email lists should not be built on the email system itself, but rather using an email exploder service. A distribution list service is currently available from the Office of Information Technology (OIT) for bulk email using moderated/unmoderated and open/closed discussion lists. However, this section is not to be construed as suggesting the construction of distribution lists exempts one from this policy. It does not.
Mass internal or external communications that lead the recipient to a web site that may ask for personally identifiable information must not provide a live URL linked to the sight. Such communications should simply advise the recipient to visit the site.
For example, “Your housing bill is ready. Please visit your account through insidePacific.”
If you believe an email you received from a Pacific.edu address may violate this policy, please send it to the IT Security Officer, ITsecurity@pacific.edu. Continued violation of this University Policy may result in suspension of email privileges, pending a full investigation.