I. The University has created a process for sending e-mail broadcast correspondence (as opposed to personal or confidential e-mails) to all employees. For those employees who do not have their own individual e-mail addresses, the correspondence will be sent to generic e-mail addresses monitored by the employees’ departments for distribution to the employees. Otherwise it will
be sent to individual e-mail addresses.
A. E-mail administrators from various units will provide a one-time
load of e-mail addresses so IT can update HRS.
B. New employees (both faculty and staff) will be assigned an e-mail
address when they are hired so they will be included on HRS in the
future and will be made aware of the e-mail address and how to
update it in myUM. Department heads will submit forms requesting
e-mail addresses to appropriate e-mail administrators as part of
the hiring process for new employees, with a copy to the Faculty
Affairs Office or Human Resources, whichever is relevant. When
new faculty process their I-9 forms, they will be provided a copy of
these e-mail request forms and instructions about how to register
this address and their e-mail alias on myUM. Non-faculty will be
notified as part of new employee orientation. If appropriate,
department heads will also submit e-mail forms in conjunction with
inter-department transfers if the new employee needs to switch
e-mail systems. The system will be programmed to send e-mails
reminding supervisors to send paper work to terminate an e-mail
account when one of their employees leaves the University (and,
if necessary, to reassign responsibility for the generic e-mail
account described below).
C. Supervisor names will be added to the Human Resources System.
D. The University will promote the use of e-mail aliases as the primary
address used for University communications. Human Resources,
Information Technology, and unit heads will endeavor to have
employees routinely update myUM whenever they change e-mail
addresses (e.g., if they switch jobs, if their e-mail system is
discontinued, and, if appropriate, when they go on vacation).
E. E-mail communications will be sent to faculty and employees
who do not have an e-mail address on record using generic
e-mail addresses. Generic e-mail addresses will be assigned
to each unit and a designated person will be assigned
responsibility to check this generic e-mail address on a daily
basis. More specifically, each unit will be assigned an
“@miami.edu” alias that would direct e-mail to an ACTUAL UNIT
e-mail account that would reside on an e-mail system of choice
but must not be a personal account (to avoid unmonitored e-mail
when the designated person leaves the department). The
designated person would maintain this unit e-mail box or, using
the features of the selected e-mail application, forward the
messages to an account of choice (although this second method
could cause confusion when replying and forwarding.). The
division head will decide whether this generic e-mail address
will be assigned at the division or office level, and each unit head
will designate someone to monitor the e-mails sent to the generic
address and decide how to distribute them (e.g., print and provide
a separate copy to each person in the office who does not have
individual e-mail, circulate with a routing slip, or post on bulletin
IT has developed a mechanism by which e-mails sent to generic addresses will indicate who should receive them (i.e., a list of individuals in the department without their own e-mail addresses), which will facilitate distribution within the department.
Department heads are responsible for ensuring that responses are provided to any requests sent to a generic e-mail address (e.g., those generated by the department’s Web page) just as they
are for requests sent via other media. They must also make sure that if the designated person leaves the department or is on vacation, someone else is assigned responsibility for monitoring e-mail sent to the generic address.
II. The University has created a policy for determining which e-mails are mandatory (sent to everyone in a target group) and which are optional. In addition, the “Subject” line of e-mails relating to official announcements (e.g., policies, deadlines, important University-wide news) begin with “Notice:” and be followed by a short description of the announcement. The “Subject” line of the e-mail for information or “promotional” purposes (e.g., events, awards) says “Info:” and is followed by a short description. The policy includes the following:
A. Mandatory e-mails will be sent to an entire employee category if
approved by the data custodian for that category (e.g., Human
Resources for employees, Provost’s office for faculty, all categories
of employees if e-mail is from President’s office). Third-party
information will be verified before sending.
B. Mandatory e-mails will be sent to all employees in their units
if approved by the unit head.
C. Mandatory e-mail to committees and other groups will be sent if
the committee chair creates a distribution list.
D. E-Veritas will go to everyone (and all other Exchange
announcements will be handled through e-Veritas instead of
via separate e-mails). E-Veritas will, for the immediate future,
continue to be a text-based e-mail with links to Web sites.
E. Web-based versions of important communications will be archived
indefinitely on the University’s Web site so that there is a
permanent electronic record to which employees can refer at a
later time rather than having to print and file the e-mail
F. Opt-in distribution lists and announcements on the UM Web site
will be used for all non-mandatory e-mail communications. IT will
provide a Web page with a comprehensive list of opt-in distribution
lists for non-mandatory communications. Individuals who opt to
join a distribution list will receive an e-mail confirmation. New
voluntary distribution lists will be announced in e-Veritas
as they are created.
III. Information Technology has implemented the following process for distributing e-mail:
A. The long-term solution is a single broadcast to a master
distribution list of preferred e-mail addresses. This approach has
the advantage of avoiding redundancy and supporting generic
addresses more easily. The problems with this approach are that
distribution lists potentially produce a large volume of e-mails at
one time that could create problems for some systems and
networks and, until accurate e-mail records are on file for
everyone with e-mail accounts, a distribution list would not reach
everyone except via the generic e-mail route. A timed release of
a master distribution list might help solve volume problems, and
increasing the number of addresses on HRS and improving
accuracy would solve the coverage problem. This approach is
the preferred solution, although a transition to this approach
may take time.
B. In the short term (and the existing solution), IT will continue to
mail announcements to all e-mail administrators, who in turn will
send them to everyone on their own systems. Problems with this
approach include duplicate e-mails, lack of e-mail administrator
response (not forwarding messages in a timely manner), and
lack of e-mail administrator participation (not registering to
participate in this process). This approach does address
concerns with network traffic and e-mail systems performance.