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Policy #: 6200
Subject: Mass e-mail to Alumni, Friends, and Donors
Group: University Employees
Approved by: Director of Alumni and Development
Approval date: July 29, 2008
Effective date: October 8, 2008
Revised:  
Administered by: Vice-President (External Relations)
1 - SCOPE
This policy applies to all mass e-mails being sent to alumni, friends, and donors of Mount Allison University.

2 - POLICY
2.1 Definitions (for the purpose of this policy)
  Mass e-mail: An e-mail message sent to a group of more than 25 alumni, friends, or donors that is clearly being sent to a large group and not personalized.

Alumni, friends, or donors: This policy will refer to “alumni, friends, or donors” interchangeably by the term “alumni”. In general, it refers to those records kept in the University’s Alumni/Development Database.
   
2.2 Addressing and Sending
  The External Relations Department mass e-mail service will only utilize addresses maintained in the Alumni Database. E-mail messages will not be sent to privately held e-mail address lists (i.e. lists purchased).

The actual sending of the messages will be accomplished via the External Relations Department. Campus units will not be provided with a list of e-mail addresses.

Messages will only be sent to those alumni who have not opted-out of receiving e-mail according to the records held in the Alumni Database.
   
2.3 Frequency and Timing
  The External Relations Department will do its best to limit mass e-mail contacts to alumni to a maximum of 3 per month.

Therefore, any individual or unit wishing to send a mass e-mail message to an alumni list will need to schedule the date into an available time slot.

However, if two units wish to send a mass e-mail message around the same time and the two groups have little overlap – e.g. Calgary Alumni Chapter and Moncton Alumni Chapter – External Relations will determine that both can go around the same time.
   
2.4 Scheduling
  Scheduling will be requested via an online form: http://www.mta.ca/alumni/emailrequest.html

Or by contacting the External Relations Department at (506) 364-2393. Requests for mass e-mailing will be accepted no more than 90 days in advance.
   
2.5 Content Guidelines and Approvals
 
1. All alumni e-mail messages will include opt-out instructions.
2. No attachment will be allowed.
3. E-mail messages should use proper grammar, language, and punctuation and should follow University standards. E-mail messages will be edited for this purpose as needed. Any changes will be made apparent to the original sender via a “test message” that will be a standard part of the process of mailing.
4. E-mail messages which include research surveys require approval by the External Relations Department and may be subject to other guidelines than written here.
5. Alumni e-mail messages must be approved by the Vice President of External Relations, or her designee.
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Maintained by the Office of the Vice-President (Administration)
October 9, 2008