The University of Texas at Austin
Cockrell School of Engineering

Engineering Home > Office of Student Life > Student Activities > Bulk E-Mail Policy

Bulk E-mail Policy

 Bulk E-Mail Use Policies and Guidelines

Student Organizations
Cockrell School of Engineering
The University of Texas at Austin

Student Organizations registered with the Cockrell School of Engineering (CSE) Office of Student Life may request to use the School’s bulk e-mail system to promote and advertise events and programs of their respective organizations.

 The following policies and guidelines shall apply and relate to all student organizations within the Cockrell School of Engineering at The University of Texas at Austin in regards to sending bulk e-mails using the School’s bulk e-mail system.

IN GENERAL:

  1. The event or program to be advertised must be significantly sponsored, supported or presented by a CSE student organization registered with the CSE Office of Student Life.

  2. The event or program must be UT, School of Engineering or engineering department-wide in nature.

  3. The event or program must be fundamentally of interest to the target group.

  4. The e-mail must be approved by the Office of Student Life at least 3 days in advance of being sent out.  *Please note that special circumstances will be considered.

  5. The event or program must meet the guidelines for student organizations set forth by the UT Student Activities and Leadership Development (SALD) Office.

  6. Requests to use the bulk e-mail system from non-CSE registered student organizations or others will be evaluated on a case-by-case basis to be approved by the CSE Office of Student Life.

  7. All e-mails will be subject to editing to insure that they are grammatically correct and meet SALD guidelines.

  8. The Cockrell School of Engineering and The University of Texas at Austin (http://www.utexas.edu/policies/email/#guideline) E-Mail Use Policies shall also apply to all bulk mail requests, in particular:

a)      Messages sent as electronic mail should meet the same standards for distribution or display as if they were tangible documents or instruments.  Identify yourself clearly and accurately in all electronic communications.  Concealing or misrepresenting your name or affiliation to dissociate yourself from responsibility for your actions is never appropriate.  Alteration of the source of electronic mail, message or posting is unethical and possibly illegal.

b)      Be sensitive to the inherent limitations of shared network resources. No computer security system can absolutely prevent a determined person from accessing stored information that they are not authorized to access. While The University has no interest in regulating the content of electronic mail, it cannot guarantee the privacy or confidentiality of electronic documents. Good judgment dictates the creation only of electronic documents that may become available to the public.

c)      E-mail and other network resources may not be used for commercial purposes or for personal financial gain.

d)      You should avoid any communication where the meaning of the message, or its transmission or distribution, would be illegal, unethical or irresponsible. Conduct which involves the use of information resources to violate a university policy or regulation, or to violate another's rights, is a serious abuse subject to limitation of your privileges and appropriate disciplinary action.

  1. The following types of e-mails WILL NOT be approved to be sent out:

PROCEDURE

  1. Student organizations wishing to use the bulk e-mail system should complete the on-line “Bulk E-Mail Request Form.”  All information requested on the form MUST be provided.

  2. The Office of Student Life will respond within 24 hours with approval or denial.  If approved, the e-mail will be sent out.  If denied, the Office of Student Life will work with the organization on alternatives and options.

Bulk E-Mail Request Form

FORMAT

The e-mail to be sent out must include the following information:

  1. Name of the student organization sponsoring, supporting or presenting the event or program

  2. Name, phone number, e-mail or website of who to contact for further information about the event

  3. E-mails should be kept brief and to the point

  4. E-mails should be TEXT ONLY:  No graphics, pictures, colors or attachments (links are okay).  The bulk e-mail does not keep format of text, ie, line spaces

  5. All pertinent information about the event or program (date, time, location, etc.)

  6. Target audience (EX. all chemical engineering undergraduates, all civil engineering juniors, etc.)

  7. All e-mails will be sent from “oslstudent” and will include the following header:

“As a registered University of Texas at Austin engineering student you are receiving this e-mail as part of a bulk e-mailing from the Cockrell School of Engineering Office of Student Life.  If you are not interested in the program or event described below please delete the message and we apologize for any inconvenience.”

HELPFUL INFORMATION & SUGGESTIONS

  1. We recommend that student organizations use the system sparingly to maintain the usefulness and integrity of the system.

  2. Please be aware that the bulk e-mail system (if sent to all CSE students) has a potential recipient list of over 6000 students.

  3. Organizations may want to include some sort of RSVP link in their e-mail to insure proper planning for their program or event.

E-Mail Policy Draft Committee – February/March 2003:

John Colucci, Texas Devils Advocates Pre-Law Order; Nola Li, Society of Women Engineers; Jennifer Monk, Institute of Electrical and Electronic Engineers; Zack Warren, Student Engineering Council; Glynda Groth-Putnam & Cindi Seelig, Office of Student Life