To insure that e-mail and voice mail messages sent to broad audiences remain a reliable and efficient means of communication, Metro State is instituting a policy that will curtail the number of mass messages, while still allowing employee and student broadcast messaging needs to be met through groups and channels on the portal. The policy goes into effect July 6.

"There are two major benefits to this new policy," says Yvonne Flood, interim assistant vice president for information technology. "First, employees now will be able to choose which broadcast e-mails they want to receive — with the exception of official college e-mails — rather than getting them all as they do now. Secondly, it will facilitate more efficient use of our computing systems."

The policy states that mass messages may only be sent to involuntary mailing lists by authorized parties or to voluntary lists through pre-approved groups or channels on the MetroConnect portal. In addition the policy explains the kinds of broadcast messages that are not allowed, such as those of a personal nature or those that advocate for or against candidates for political office.

Involuntary e-mail lists
Involuntary lists are those created and used for official e-mail messages sent by Metro State to users' college-provided e-mail accounts. Involuntary lists include Lyris lists such as All-faculty, All-classified, etc. as well as specialized portal e-mail and announcement lists created from college-held data. Faculty, staff and students are responsible for reading the information contained in official e-mail messages and following the instructions they contain. The policy states that failure to use Metro's e-mail resources is not an acceptable excuse for failure to comply with e-mail directives.

Members of a Lyris list may use the list; for instance, faculty members can send to the All-faculty list. Non-members, however, must obtain permission from a President's Cabinet officer or the Office of College Communications. Use of a targeted portal list requires permission from the president, a President's Cabinet member, or a dean.

Voluntary portal groups and channels
College departments and organizations may send notices and information related to their business through the use of a group e-mail list or channel on the MetroConnect portal. Inclusion in a group or subscription to a channel is voluntary; users can opt-in or opt-out of either. The first step in creating a group or channel is to request approval. To do so, go to http://www.mscd.edu/policies/metroconnect/contentguidelines.pdf.

"We encourage anyone who wants to set up group or channel to do so before the July 6 policy implementation date," Flood said. "It's really not hard to do."

For information on setting up a portal group go to "Training Documents" at http://www.mscd.edu/metroconnect/helpdocs/.

Voice messages
The use of broadcast voice messages ("audix") also falls under the new policy, which requires that the Office of College Communications approve and transmit all broadcast messages via campus phones.

For the complete policy on broadcast messages, go to: http://www.mscd.edu/~infotech/policies/manual/itpolicy14.htm.

For frequently asked questions regarding Lyris Lists and the new policy, go to: http://www.mscd.edu/~infotech/helpdesk/email/emailhelp.htm.