Group E-Mail Policy
Some groups, such as employees, faculty, and students, along with select others, may be held up to 24 hours for review, or proctoring. This proctoring process may extend past 24 hours over weekends and holidays. Proctoring is necessary to ensure the e-mail is relevant to university business and directed to the correct group. Any group e-mail not meeting these criteria will be returned to the original sender with information of how to properly author the message.
Users should send e-mails on their own behalf, and the content of a group e-mail sent is the responsibility of the owner of the address in the "From:" address line. Faculty and staff should not send group e-mails on a student's behalf, nor should students send e-mails for faculty or staff.
The email must be submitted before 8 a.m. on Monday morning in order to go out for the week and can be submitted as early as mid-week the week before.
Please note that the moderator is unable to edit the email in any way once it enters the queue, so typos and errors must be carefully watched for, else it cause inconvenience and delay for both parties.
In order to be included in the Student Life email, the RSO's event must have already been approved through Atlas and must be submitted no later than 3 p.m. the Thursday before the e-mail is to be sent. Failure to meet these requirements will result in not having the event included in the e-mail.
The moderator reserves the right to edit any submissions for inclusion in the Student Life mass e-mail. Send requests to Laura Knotts at email@example.com.
Promotion of regularily scheduled events open to the public, i.e., VAPA events, should not use “All Employee” or Group E-mail as reminders of regularly scheduled events. These planned events should use other promotional methods, such as a departmental web site, AXIS-TV, Fant-Ewing Message Board, the ULM Web Calendar, the ULM Weekly News Update, press releases developed in conjunction with the Office of University Relations, as well as advertising, to promote these events. E-mails submitted for regularly scheduled events will not be approved for “All Employees.”
The timing of your e-mail should be taken into consideration also. For example, an e-mail about a retirement reception for a faculty member should be sent out 48 to 72 hours prior to the event. Sending the e-mail the morning of the event does not guarantee the e-mail will be approved in time.
Examples of good subject lines:
Examples of poor subject lines might be:
Spam and Junk Mail
Not every e-mail sent via the ULM group e-mail system may be relevant to you, so if a group e-mail does not apply to you, just delete it. E-mail sent via the ULM group e-mail system is a service to communicate information to the ULM community as a whole and is not considered spam or junk mail.
Events and Activities
All university-related events or activities should also be posted to the ULM Calendar, AXIS TV, or the Fant-Ewing message board. Contact your department head or organization's advisor to find out how to get your information on these campus-wide mediums. You may also e-mail the Office of University Relations or call 342-5440 to get your event or activity on the calendar.
Plain Text, Graphics, and Attachments
Use of plain text and/or web links in the message body is encouraged. The message may be composed directly into the body of your e-mail program or with any word processor, then inserted into the e-mail body using the "cut and paste" function. Third-party applications which add background images, colorization, icons, or graphical elements should not be used.
Use of embedded graphics and user-generated attachments (Word .doc, PDF, etc.) is not allowed when using the university's group e-mail system. Third-party signatures are considered embedded and should be removed prior to sending the group e-mail. If you send a message with an embedded graphic and/or user-generated attachment, the message will be returned to you with a request the e-mail be rewritten without the graphic and/or the attachment.
In some circumstances, a "server-side" graphic with an absolute link to the graphic may be allowed, but the graphic must reside on a ULM server. Before sending a group e-mail with such a graphic, please contact the Office of University Relations at 342-5440 to discuss your need.
However, by default, the e-mail system may attach a small text file when a group e-mail is sent and will show up in your mailbox as an attachment. This system attachment should not be misconstrued as a user-generated attachment, such as a Word document, Excel file, PDF or other type of attached file.
There are several reasons why file attachments are not allowed. First is the possibility of a computer virus; second is the file size of attachments reduces the amount of server storage dramatically, reducing the mail server's efficiency.