1901 Mass Email Distribution Governance and Appropriate Use

Policy Sections

1901.1 Governance, Oversight, and Access

1901.2 Required Approvals for Distributions

1901.3 Appropriate Use of Yale Message

1901.4 Communicator Guidelines, Responsibilities, and Style Guide

This policy establishes the University’s rules and standards regarding Mass Email communications.  It applies to all individuals defined below as Communication Professionals.

Policy Statement

All Mass Email distribution at Yale is subject to the overall governance processes and procedures developed and maintained by Yale’s Office of Public Affairs and Communications (“OPAC”).  OPAC is responsible for the governance and appropriate use of the Yale Message application at the University.  

Reason for the Policy

Email is an essential tool for academic, research, and administrative communications.  Standards and restrictions are necessary to support Mass Emails at Yale that are as accessible, concise, consistent, and coordinated as possible.

This policy establishes formal responsibilities and accountabilities to ensure the appropriate use of Mass Email distribution tools at the University.  Failure to adhere to governance may result in limiting or revoking access to Yale Message.

Yale Message

A cloud-based Mass Email application managed by the Yale Office of Public Affairs & Communications (“OPAC”) and Yale Information Technology (“Yale IT”).

Communications Professionals (“Communicators”)

Individuals who create and distribute Mass Email content to the Yale community.

Mass Emails

A message that is sent to more than 1,000 email addresses via Yale University internal communications systems, including Yale Message, or any other mass email distribution tools.

Policy Sections

OPAC is responsible for the governance and appropriate use of Mass Email distribution at the University.  Where applicable, OPAC consults with Yale IT on matters related to:

• email distribution governance and best practices;
• compliance requirements; and
• system configuration and limitations.

Specifically regarding the use of Yale Message in the event of requests for system or data access, the Yale IT team determines and works with the appropriate business unit owner or team to approve such requests.  Access is granted to faculty and staff with valid business reasons for using this application.  Please note the following additional important guidance:

• Yale Message is generally not for short-term employee use.  Short-term employees include, but are not limited to, student employees, temporary employees, and consultants.
• System training is required before being granted access to Yale Message.
• When an employee leaves a department or the University, Communicators are responsible for informing message.support@yale.edu immediately to have their access to Yale Message revoked.

Communicators within schools and departments are authorized to send messages to their own students, faculty, or staff without any further approvals.  Legally required communications will not be subject to any further approvals.

In circumstances where a department or a school is sending communication(s) outside of their area of responsibility, to either the entire campus or a larger subset (e.g., all students, all faculty, all staff, alumni, etc.), additional approvals are required.  For a complete list, please refer to Approval Contacts by Audience.  OPAC has the discretion to review communications for content and appropriate audience distribution.

Communications Professionals use the Yale Message system application to send Mass Emails in support of research, education, clinical, administrative, and other functions of the University.  As with other IT systems, the use of Yale Message is governed by Policy 1607 Information Technology Appropriate Use Policy.

If a serious issue (e.g.: Public Safety; University Operations) arises that impacts the University, Communicators should contact OPAC for guidance.

Prohibited Uses of Yale Message:

• Communicators should never send high risk data or personal confidential information (e.g., Social Security Number, protected health information, etc.) via email;
• University channels, including Yale Message, should not be used to comment on political situations or to express personal views; and
• Communicators should not distribute information outside of their area of expertise.

Yale Message should not be used to repeatedly send (spam) the same content to the same audience.

Yale’s visual identity relies on the consistent and effective use of our branding touchstones. Please refer to Procedure 1901 PR.01 Mass Email Communications: Responsibilities and Guidelines for processes for obtaining required approvals, ensuring consistent stylistic standards in line with the Yale’s visual identity, and clearly defining the proper mechanics of mass email distribution.

Communicator(s)

• Responsible for creating and sending email communications; any templates should follow the Yale brand/visual identity guidelines.
• Responsible for notifying message.support@yale.edu immediately when an employee departs for revocation of Yale Message access.

Yale Office of Public Affairs & Communications (“OPAC”)

• Governs the use of Mass Email distribution at Yale, and specifically oversees requirements and use guidelines regarding Yale Message.
• Addresses questions regarding approved use of Yale Message or other matters pertaining to Mass Email distribution.

Yale Information Technology (“Yale IT”)

• Manages Yale Message application and other technology services, applications, and systems at Yale.
• Addresses technical questions or troubleshooting needs regarding Yale Message.