Mass Digital Communications Through Email

Date: March 2, 2015
Number: SOM-IRM-006
Status: Approved

Contact Office:
Chief of Staff
School of Medicine, Dean’s Office
PO Box 800793
Charlottesville, VA 22908
Phone: 434-243-8131

Oversight Executive:
Chief of Staff
School of Medicine, Dean’s Office
PO Box 800793
Charlottesville, VA 22908
Phone: 434-243-8131

Applies to: Individuals and organizations who wish to send mass emails to faculty and/or staff in the School of Medicine using the School of Medicine managed listserv accounts.

Reason for Policy: Mass emails can be an efficient method of conducting business and communicating with School of Medicine constituents. A single point of accountability of mass email use is necessary to balance effective broad communication against the intrusive nature and demand of email review.

Policy Statement: All faculty, staff and students using mass emails to connect with large groups of School of Medicine constituents, must adhere to the following provisions.

1. Mass e-mail communications must be mission related. Mass e-mail communications that utilize constituent data or are sent from University or Health System e-mail accounts must be related to the School’s mission.
2. Communications must be relevant. Mass e-mail communications must be relevant to the recipient.

The dean’s office will not approve mass distribution of messages regarding individual seminars, courses, workshops, etc. These communications will be handled by the sponsoring entities through their regular distribution channels or if applicable through the weekly School of Medicine newsletter.

Procedures: Individuals wishing to request mass email distribution should contact the UVA School of Medicine Chief of Staff.  The Chief of Staff controls access to and manages use of updated and approved UVA School of Medicine distribution lists through the UVA Mailing List Service. The Chief of Staff will coordinate approval of mass e-mail requests through the Dean’s staff. If a mass e-mail is approved for release, the Chief of Staff will communicate procedures for use of the UVA List Service list with the requestor.

Related Policy: Mass Electronic Mailings Policy https://uvapolicy.virginia.edu/policy/IRM-006

Health System Electronic Mail Electronic Mail (Email) Medical Center Policy v.1 (policytech.com)

Revision History: Implemented 3/1/07; administrative updates 3/2/15; updated 7/12/23