Chapter 10. Information Technology
Section 10.4. Distributed Computing Services

10.4.1.1.3. Ad-Hoc Mailing Lists and Mass Mailings

Ad Hoc and Mass Mailings: Lists set up for a one-time e-mailing to a specific audience for a specific purpose. Recipients, in many cases, do not know they will be receiving the information.

Unsolicited mass mailings to off-campus e-mail address are not allowed.

For large, on-campus, unsolicited mailings, written approval by a dean or director must be forwarded to the director of Distributed Computing Services before the message is sent. Refer to the Web site for Procedures on E-mailing Mass Mailings at MTU for more information.

Student organizations are not permitted to initiate mass mailings on the University’s e-mail system unless approved by the office of Student Affairs. The procedures are outlined in E-Mailing Mass Mailings by Recognized Student Organizations documented at the office of Student Affairs.

To send mass mailings, do the following:

1. Have a dean, director, or other upper administrator send a written (e-mail or paper) request to the manager of DCS, outlining the content of the mail message, number of recipients, and the reason for its sending.


NOTE: If the message is to be sent on a regular basis, such as once per semester, one memo indicating the on-going frequency in addition to the other information will suffice.


2. One week before the message is to be sent, contact DCS (7-1723 or 7-1726) or the system administrator with the following information:



1. Verification that the memo from the dean/director has been received.



2. Who the mailing is to go to and the e-mail list of recipients.



3. What the text of the message will be (must be relevant to the University function).



4. The e-mail address to be placed in the Reply-To: field.



5. The desired date of the mailing.

DCS or the system administrator will send the mailing after University business hours (after 5:00 p.m. and before 7:00 a.m. or anytime during the weekend). For assistance in determining whether the message qualifies as mass mail, contact DCS at 7-1723 or 7-1726 or the system administrator.