Use of Computer Systems Policy

A - University-Wide, Inter-Faculty and Inter-Departmental Email

1. Anybody wishing to send a bulk email should email their request to the University Secretary at j.r.gair@adm.leeds.ac.uk and copy it to a.l.laverton@adm.leeds.ac.uk. This will enable the request to be forwarded to an alternative approval authority, should the University Secretary be unavailable.
2. The subject header of the email is to contain the wording "Bulk email Request:" followed by the title of the message, so that it is immediately identifiable by the Secretary, or his support staff for forwarding to an alternative approval authority, in his absence.
3. The request should provide a brief explanation why the email needs to be sent out, who has approved the sending within the faculty/department, to whom it needs to be addressed (i.e. staff, students or all) and when it needs to be sent out.
4. Once the message has been compiled in accordance with Section 3.10.1 the requestor should complete the 'To' field and send the message*.
5. The ISS mailing list moderator will receive the mail and release it to the addressees providing the process has been followed and the authority for the sending of it included.
   

B - Authorisation and Process for Mass Mailing within Faculty

1. Anybody wishing to send a bulk email within their faculty should email their request to their respective dean or his/her nominated deputy.
2. The request should provide a brief explanation why the email needs to be sent out, to whom it needs to be addressed (i.e. staff, students or both) and when it needs to be sent out.
3. Having obtained the required authority, the requestor should:
   • Compile the body of the email and precede it with "This is a bulk email which has been sent to staff/students <delete as appropriate> within the faculty of <add details> on the authority of the dean in accordance with the University's Use of Computer Systems Policy. The purpose of this e- mail is to raise awareness of <add detail>";
   • complete the 'Subject' field;
   • enter the respective all staff list or all students list in the 'To' field;
   • send the mail.
4. The dean or his/her deputy will receive the email as the 'list moderator' and release it to the addressees accordingly.

* Messages to all staff should be addressed to allstaff@lists.leeds.ac.uk. Details should obtained from Neil Dutton, Information Security or Kevin Darley (all ISS) where there is a requirement to send an email to all students.