Cockrell School student organizations may request to publicize their meetings and events through the ESL weekly newsletter, "This Week in Engineering Student Life." They may also request to use the school's bulk e-mail system on a limited basis to promote and advertise special 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.
General Policies
- The event or program to be advertised must be significantly sponsored, supported or presented by a Cockrell School student organization registered with ESL.
- The event or program must be UT Austin, Cockrell School, or engineering department-wide in nature.
- The event or program must be fundamentally of interest to the target group(s).
- The event or program must meet the guidelines for student organizations set forth by the UT Austin Regents Rules, Institutional Rules and Office of the Dean of Students — Student Activities (SA) Office, and Cockrell School Engineering Student Life.
- Requests to publicize in "This Week..." or 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 ESL.
- The material must be approved by ESL. All material will be subject to editing to insure that they are grammatically correct and meet Cockrell School and SA guidelines.
- The Cockrell School of Engineering and The University of Texas at Austin (www.utexas.edu/policies/email/#guideline) E-Mail Use Policies shall also apply to all bulk mail requests, in particular:
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.
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.
E-mail and other network resources may not be used for commercial purposes or for personal financial gain.
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.
The following types of material will not be approved to be sent out:
- Membership recruitment
- Commercial advertisements
- Anything political in nature, including student government or regular organization elections.
Procedures
- Student organizations wishing to publicize events in "This Week..." or use the bulk e-mail system should complete the online "E-Mail Request Form." All information requested on the form must be provided.
- ESL will respond within 24 hours with approval or denial. If approved, the e-mail will be sent out. If denied, ESL will work with the organization on alternatives and options.
Download the "E-Mail Request Form."
Format
The e-mail to be publicized or sent out must include the following information:
- Name of the student organization sponsoring, supporting or presenting the event or program.
- Name, phone number, e-mail or Web site of whom to contact for further information about the event.
- Materials should be kept brief and to the point.
- Materials should be text only: No graphics, pictures, colors or attachments (links are OK).
- All pertinent information about the event or program (date, time, location, etc.).
- Target audience (for example, all chemical engineering undergraduates, all civil engineering juniors).
- All e-mails will be sent from "Engr-Student Life" and will include the following footer: "This is a Cockrell School Engineering Student Life bulk e-mail. Please do not reply to this e-mail."
Helpful Information & Suggestions
- We recommend that student organizations use the system sparingly to maintain the usefulness and integrity of the system.
- Please be aware that the system has a potential recipient list of more than 7,000 students.
- Organizations may want to include some sort of RSVP link to ensure proper planning for the program or event.
