Walla Walla University Email Policy
Implemented: December 2, 2008
Walla Walla University is committed to developing and nurturing an atmosphere of excellence for students, faculty and staff. As part of this commitment, we recognize our responsibility to facilitate efficient and effective communications between all members of our WWU family.
WWU E-MAIL POLICY
Students, faculty and staff are provided with a WWU e-mail address. All campus computer software will default to WWU e-mail accounts, and internal e-mails will be sent only to WWU accounts (email@example.com).
E-mail is considered an official communication tool at WWU, and appropriate use is essential and expected. Specifically:
1. Check your WWU e-mail account frequently. Official university communications may be time-sensitive, and you are responsible for collecting and responding to e-mail communications in a timely manner.
2. Maintain your WWU e-mail account. Official e-mail sent to your WWU account will be considered received. Your e-mail account should be maintained so that it can continue to receive official correspondence—report technical problems or other obstacles that hinder the receipt of e-mail to your WWU account to the IS help desk.
3. Redirect WWU account messages at your own risk. WWU does not accept responsibility for redirected e-mails that were not received at their final destination. If you choose to redirect your e-mail messages to another e-mail address, you maintain responsibility for managing your destination e-mail account so that e-mails can be received in a timely manner.
4. Reply to e-mail messages sent to your WWU account. If you are unable to respond to incoming messages in a timely manner, you are responsible for alerting the sender of the delay and/or redirecting the sender to an alternate contact person when appropriate.
5. Use appropriate content, tone and structure when you send e-mails from your WWU account.
a. WWU is committed to providing an environment that recognizes the inherent worth and dignity of every person (see WWU’s Anti-Harassment Statement and Student Handbook Civility Statement. E-mails sent from your WWU account should be consistent with this code of conduct and these stated values. Prohibited e-mails include, but are not limited to, e-mails intended to harass or intimidate others, e-mails that transfer materials in violation of copyright or FERPA laws, or e-mails that disrupt the business of WWU.
b. E-mails sent from your WWU account should be structured according to standards for clear, accurate and appropriate communications. E-mails addressing official WWU business should include a WWU signature with contact information as designated below:
Vice President for Marketing and Enrollment Services
6. Report troubling or disruptive e-mails. E-mail messages received to your WWU account should reflect the university’s code of conduct and stated values. If you receive e-mail messages or content that is inappropriate, menacing or derogatory, you should promptly report those messages to the human resources director (faculty/staff) or the vice president of student administration (students).
Sending/receiving mass e-mail
WWU is committed to facilitating efficient and effective communications between all members of our university family. Students, faculty and staff are first encouraged to utilize the university’s online Announcement Center (https://mywwu.wallawalla.edu/announcements) to notify significant populations.
However, the university recognizes the need to deliver messages to significant populations for administrative purposes or to communicate time-sensitive information. Therefore, mass e-mail is available through a process moderated by the Marketing and Enrollment Services department.
1. Mass e-mail criteria. Messages addressing official WWU administrative matters or messages that are critical in nature may be sent via mass e-mail. These messages include, but are not limited to official correspondence from WWU administration, power/system shutdowns or interruptions, weather alerts or disruptions, and notices of a time-sensitive nature (such as last-minute event cancellations or relocations).
Mass e-mails are subject to a mass e-mail moderation process at the direction of the vice president for marketing and enrollment services.
In general, mass e-mails should be:
a. Short—no more than two short paragraphs.
b. Focused—only one topic per e-mail.
c. Clear—subject lines and paragraphs are concise and descriptive.
2. Mass e-mail process.
a. Unless otherwise authorized by the department of Marketing and Enrollment Services, mass e-mails will be routed to university relations representatives.
b. The university relations representative will review potential mass e-mail messages at least once each business day.
c. If a submitted message is deemed appropriate for mass e-mail, the university relations representative will package and deliver it, possibly with other mass e-mail messages, at least once each business day.
d. If your message is not deemed appropriate for mass e-mail, you will be notified by e-mail.
e. The Marketing and Enrollment Services department will track all mass e-mail requests and deliveries for ongoing review and refinement as suggested by Cabinet and the WWU Computer Users’ Committee.
f. Appeals for denied messages may be made via e-mail or in writing to the vice president for marketing and enrollment services.
3. Mass e-mail list access. A subset of WWU campus representatives will have unrestricted access to all e-mail lists as selected by Cabinet. These representatives are authorized to route mass e-mails according to our policy. These representatives include, but may not be limited to:
a. Marketing and enrollment services department representatives.
b. Risk and Safety Management department representatives.
d. Distance learning representatives.
e. Information Technology representatives.
f. ASWWU public relations officer.
WWU will make every effort to maintain the integrity of its e-mail systems, networks and servers. Any e-mail message that resides on WWU’s servers is the property of the university. To improve traffic flow and reduce spam, the university may take steps to reallocate and reorganize systems, networks and servers, and will consult with affected e-mail senders/receivers accordingly.
While the privacy of e-mail will be respected, the integrity of that data cannot be guaranteed. Therefore, information that must be kept confidential should not be created, transmitted, received or stored via WWU e-mail account.
E-mail communication can be legally actionable. System managers are authorized to take action as required by federal, state, or local law or court order. System managers are authorized to investigate alleged violations of federal or state law and to take action as required to comply with the law.
E-mail disciplinary action
Failure to adhere to WWU’s code of conduct and standards for appropriate and respectful communication may result in disciplinary action based on the facts and circumstances.
Mass e-mail moderation criteria
Mass e-mail is moderated by the Marketing and Enrollment Services department in an effort to maintain the efficiency and effectiveness of WWU e-mail accounts. Students, faculty and staff are first encouraged to use the university’s online Community Center (mywwu.wallawalla.edu/announcements) to notify significant populations.
STEP 1: Evaluating mass e-mail requests:
1. Is the e-mail an official communication authorized for unmoderated release by the vice president for marketing and enrollment services?
a. No—see #2.
b. Yes—skip to Step 2C.
2. Does the e-mail contain timely information pertaining to the safety and preparedness of WWU’s students, faculty or staff (such as weather alerts, traffic disruptions)?
a. No—see #3.
b. Yes—skip to Step 2B.
3. Does the e-mail contain timely information about system shutdowns, delays or threats (such as server disruptions or alerts about fraudulent e-mails)?
a. No—see #4.
b. Yes—skip to Step 2B.
4. Does the e-mail contain time-sensitive information that could not be effectively communicated otherwise through the Community Center (such as cancellation or change in location for campus-wide event)?
a. No—see Step 2A.
b. Yes—skip to Step 2B.
STEP 2: Routing mass e-mail requests:
A. If you choose to deny the mass e-mail request, alert the proposed e-mail’s sender by e-mail of your decision and suggest alternate communications methods through the Community Center.
B. If you choose to accept the mass e-mail request,
a. Edit the mass e-mail to ensure it is:
i. Short—no more than two short paragraphs.
ii. Focused—only one topic per e-mail.
iii. Clear—subject lines and paragraphs are concise and descriptive.
b. Assemble collected mass e-mails into a single alert e-mail.
c. Distribute the alert e-mail at least daily.
C. The e-mail will be distributed immediately by the authorized WWU representative.