The purpose of this protocol is to provide guidelines for the use of mass communications on our campus, so that the members can receive clear and concise communication about the University updates within the University community.

Scope

This is the administrative protocol, affecting all University community members.

Referenced Laws, Regulations, and/or Policies 

This is the University protocol.

Protocol

Defining Mass Email

The Office of Information and Communication Technology is responsible for broadcasting campus-wide information to all University’s community members except pre-approved individuals. These guidelines seek to enhance the delivery of efficient and concise internal communications within the University community.

The purpose of these mass email guidelines is to send a message to the University community members using @parami.edu.mm, the domain of the University.

Mass emails are intended to support campus-wide community members by providing them with the information and updates of the University. The messages must be with regard to University business, of general interest and importance to administrative and academic staff, and significant to the University. The information in the email should be newsworthy and aligned with the institution’s values. 

Categories of Mass Email 

Mass emails generally are divided into two forms:

• Official Messages from the University Management 

  • • • These official messages are directly from the University Management or its representatives and are to be sent to the entire University community members. 

Example: University-wide Updates

• Informational Messages to the University Community

  • • • A University’s unit or office may send a mass email to the University community members, and the information must be relevant to the University community's shared interests.

Example: The Institution Anniversary, Talk Event 

Approved University Mass Email Lists

The following email groups are the official University mass email lists approved for campus-wide or group-wide communication. Each mailing list is moderated and may only be used by the individuals or offices identified as pre-approved senders in this protocol.

Individuals, offices, student organizations, clubs, or other members of the University community who are not approved senders are not permitted to send mass emails directly to these mailing lists.

If a non-approved sender needs to distribute information to a University-wide or designated group, they must communicate with and submit the message to the relevant University office or approved sender. The responsible office will review the content and, where appropriate, distribute the message on behalf of the requester through the relevant approved mailing list.

The approved University mass email lists, their moderators, authorized senders, and intended uses are outlined below.

Campus-wide Email Lists 

Email groups may be created upon request from departments or offices. The requesting department or office is responsible for managing and maintaining the recipient list, for example, groups used for exchange program communications.

Mass email formatting and content outlines must be aligned with the University mass emails format (format attached).

Alternative to Mass Email

Before sending mass emails to the designated groups, please consider the following alternatives to mass email which emphasize on more specific stakeholder. 

• Global announcements in the Canvas LMS

• Send alert features in the Populi SIS

• Announcement posts in respective group at Slack 

• Verbal announcements in regular staff meetings

• Verbal announcement in regular student meetings

• Verbal announcements in students’ orientation and onboarding sessions

Review

The Office of Information and Communication Technology is responsible for ensuring compliance with this protocol in various offices of the University.

Date