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Recurring Mass Email Opt-Out Policy

Purpose:

To ensure that network system resources are not strained and important communications via email are not overlooked or discarded by users, the number of recurring, large mass email messages received by users from university departments and offices should be kept to a minimum.

Scope:

The Recurring Mass Electronic Messaging Opt-Out Policy applies to all users, departments and offices that send recurring mass email messages to Trinity email accounts through the Trinity computing network.

Policy:

Recurring mass e-mail messages, with a total size of 1MB or larger (including any attachments), sent to Trinity email accounts through the Trinity computing network, must provide the recipients with the option to opt-out from receiving further messages. Therefore, all recurring mass e-mail messages with a total size of 1MB or larger must be sent through the Lyris listserv List Manager. Initial set up of a recurring e-mail list in Lyris, must be requested through the ITS Helpdesk. Upon set up, lists may include all students, faculty, staff and alumni if requested. Thereafter, all messages sent to the Lyris list will automatically include an opt-out notice in the footer of the message. The opt-out notice will instruct users how to opt-out from receiving further messages.

Definitions:

Trinity email accounts are individual email accounts provided by the university to students, faculty and staff with an address of @trinity.edu. Messages for Trinity email accounts are stored on Trinity University owned servers.

The Trinity computing network is the group of stations (computers, telephones, or other devices) owned or operated by Trinity University connected by communications facilities owned or operated by Trinity University for exchanging information. Connection can be permanent, via cable, or temporary, through telephone or other communications links. The transmission medium can be physical (i.e. fiber optic cable) or wireless (i.e. satellite).

Recurring mass email messages are mass e-mail based messages that are sent by users, departments or offices regularly or on a scheduled basis to many recipients of the Trinity University community. This includes, but is not limited to, newsletters.


 
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