Guidelines for Release of E-mail Addresses
April 26, 2004
The following guidelines, defined by the vice provost for information services
and the university registrar, apply to the release of e-mail addresses in
compliance with FERPA and OSU’s policy, Acceptable Use of University Computing
Facilities, which states, "The electronic mail system shall not be used
for "broadcasting" of unsolicited mail (unless authorized by the department
chair or unit head) or for sending chain letters. The communication system
shall not be used for sending of material that reasonably would be considered
obscene, offensive, or threatening by the recipient or another viewer of
the material."
See "Acceptable Use of University Computing Facilities" at: http://oregonstate.edu/dept/budgets/genupol/gupaccep.htm.
Definition of Broadcast: More than one person as recipient.
Definition of Unsolicited: Without authorization.
Authorizing Agents:
- Unit heads can authorize unsolicited broadcast e-mails to recipients within
the unit.
- The special assistant to the provost can authorize unsolicited broadcast
e-mails to faculty and staff.
-
The Registrar's Office can authorize unsolicited broadcast
requests to the entire student body or to smaller numbers of students.
Criteria for Authorization of Student E-mail
Messages:
- The purpose of the e-mail must be related to the university's educational
mission with specific relationship to the students being contacted.
- The e-mail must be memo style, not promotional, and must not appear to
be advertising.
-
Parameters used for selecting the student recipients
should be so defined that only students who possibly might be interested
will be contacted.
-
Student surveys may be approved if the survey will provide
data that will improve the unit's services or offerings to students.
Prohibited Messages:
-
Sales of any kind.
-
Anything for profit.
-
Anything viewed as advertising - even for academic or
university business - even if there is no fee.
If a request is denied, the requestor will be encouraged to use postal
mail.
