Group Email Policy

Group Email Policy

Texas A&M University’s group email policy outlines appropriate uses for group email. This email policy applies to all group emails sent through the Emma HQ platform.

This policy recognizes the importance of electronic communication to the university's operation while protecting its faculty, students and staff from mailbox clutter caused by unwanted or unsolicited large-scale mailings. This policy applies to all parts of Texas A&M University and is directed to authorized account users within Emma HQ.

Definitions

For this policy, "large-scale emailing" shall be considered any electronic mailing sent to more than 200 people in the university community. If you need assistance determining whether your message qualifies as "large-scale emailing," contact the Digital Experience team.

Uses

Large-scale emailing is intended for use where the message is of common importance to the receiving community and is not easily conveyed via other media, including the university calendar, mobile app, etc. 

Principles

  1. Large-scale email communications within groups or units require prior approval of that group or unit. In email communications involving multiple units, approvals from each unit must be obtained before sending a campuswide mailing. The sender of a group email is responsible for obtaining the necessary permissions from the designated approver for each unit.
    1. A group email to all faculty, student and staff within a college or school must be approved by the communications lead for the academic unit. 
    2. A group email in a department sent to all faculty, student and staff are approved by the department head and executed by the communications lead.
    3. Each division is responsible for vetting content internally to ensure the group email is appropriate for requesting. The communications team lead, or assigned full user, must approve group emails to all personnel within a division or administrative unit and ensure the unit’s lead (e.g., Vice President, Commandant, etc.) supports the proposed division-wide communication.
    4. A group email sent campuswide must be approved by the Division of Marketing and Communications; depending on the origin of the email, a formal request will need to be submitted through the scheduling form.
    5. When scheduling an email, the digital experience team will review content and provide guidance if the communication is outside the scope of that unit.
  2. Group email communications sent on behalf of the Offices of the President or identified as “from” the President, Operations and Provost to the university community are drafted, edited and distributed by the Division of Communications & Marketing in collaboration with the appropriate team lead.
  3. The content and formatting of the message are the responsibility of the requestor(s) of the group email. Verifying accurate content, including but not limited to fact-checking, spelling and grammar, must occur before scheduling the email on the calendar.
  4. All internal communications must utilize the university’s email distribution solutions and adhere to approved design, content formats, and standards.
  5. Any internal email communication intended for distribution to ALL students, faculty or staff must be approved for dissemination by Marketing and  Communications at the executive leadership level.
  6. Large-scale communications that involve two or more units must be approved by all units involved, regardless of the sending or requesting unit. All email communications intended for a campuswide send must be approved by Marketing and Communications.
  7. Email messages should be created in Emma templates provided by the Digital Experience team. If there is a need for attachments, provide a web URL of the document or file location rather than uploading it into Emma HQ and adding it to the email. Links referencing documents or if they are added to an email must meet accessibility laws.
  8. Proposed large-scale mailings in conflict with Texas A&M University regulations or applicable laws (chain letters, etc.) are not permitted.
  9. All communications must demonstrate a direct relationship to university business or be within the scope of the university’s mission. The following is not within the scope of the university’s business or mission, including but not limited to the promotion of illegal activities, support of commercial activities not associated with the university or offer of personal financial gain.
  10. Internal communications may not contain unsolicited messages.
  11. Content, material, or links that do not support a positive learning or working environment will not be permitted.
  12. Large-scale mailings may not be used to promote illegal activities, support commercial activities unrelated to the university, or provide personal financial gain.
  13. Marketing and Communications reserve the right to review, suspend or deny internal communication requests. In addition, an Emma user’s ability to send announcements may be rescinded, revoked and/or restricted for non-compliance with this and/or other university policies.

Support

  1. To request email assistance or to be directed to the appropriate individual or group for approving a proposed large-scale mailing or for reporting or responding to a violation, email the Digital Experience team.
  2. For more information or to express questions or comments about this policy, please email the Digital Experience team.