Mass email is used to communicate important university-wide information, including official announcements, informational briefings, new policies, and health or safety alerts. To keep this channel effective, mass emails should be limited to information that is relevant to a significant portion of the AUB community.
These guidelines apply to individuals, departments, faculties, and affiliated organizations using AUB email networks and mailing lists.
When to Use Mass Email
Mass email is reserved for official communications that affect or are relevant to a significant portion of the AUB community. These may include:
- substantial changes in university governance, policy, or practice;
- immediate threats to health, safety, property, or research;
- IT and telecommunications issues;
- information related to core university operations;
- required actions or transactions;
- official surveys; and
- employment or transactional communications.
Mass email cannot be used for commercial, political, or personal interests.
Events, including lectures, conferences, panels, exhibitions, auditions, and discussions, as well as newsletters and services, cannot be promoted through mass email. Reminder emails are also not allowed. Alternative channels include the events website, events newsletter, campus screens, social media, and targeted mailing lists.
Approval for Mass Emails
AUB maintains moderated mailing lists for official communications to all students, faculty, staff, and the entire campus community. These lists require prior approval and access:
Except in emergencies, three working days’ notice is required to process a mass mailing.
The following offices and groups may send mass emails to the specified recipients without additional authorization:
- Office of the President: all users
- Office of the Provost: all students and faculty
- University Libraries: all students and faculty
- Office of Student Affairs: all students
- Office of Information Technology (IT): all users
- Office of the Registrar: all students and faculty
- Office of Financial Aid: all students
- Office of Institutional Effectiveness and Decision Support: all students and faculty
- Departments: their direct staff, faculty, and students
- Faculty members: aub-faculty Listserv
Departments may contact IT to create subscription-based mailing lists for specific groups.
Preparing a Mass Email
Mass emails must relate to university business, be relevant to a significant number of recipients, and comply with AUB policies.
When preparing a mass email:
- Clearly state the sender’s name and contact information.
- Keep the message to no more than the equivalent of one printed page. Provide a web link for additional information.
- Do not include attachments.
- Keep the email body under 1 MB.
- Check the content for style, spelling, and grammar and obtain approval from the Office of Communications.
- Use the official email templates provided by the Office of Communications.
- Use plain text to ensure accessibility across users and devices. HTML is not recommended because it may be identified as spam or filtered by some mail clients or servers.
- Ensure email signatures comply with AUB logo and identity guidelines and do not include slogans, taglines, or signs promoting political, religious, or personal interests or views.
Faculty Listserv
The Faculty Listserv,
[email protected], is a non-moderated mailing list for faculty members to exchange ideas and information and engage in discussions on topics relevant to the AUB community.
Because membership and eligibility requirements apply and members may opt out, the Faculty Listserv should not be used for communications that need to reach all academic appointees. AUB does not use the Faculty Listserv for official communications, and the list is not intended for communicating with university officers or academic administrators.
Use of the Faculty Listserv must comply with applicable university policies and procedures, including the Statement on Academic Freedom and Responsibilities, the Principles of Ethical Conduct, the Email Policy, and the Information and Computer Resources Acceptable Use Policy.
Misuse of Mass Email
Unauthorized distribution of university proprietary information or confidential materials through mass email or Listserv is prohibited. Intentional misinformation, slanderous or abusive language, threats of violence, bullying language, and materials of a political or religious nature are also prohibited.
AUB may suspend accounts or network access, with or without notice, if continued use of university resources interferes with the work of others, places the university or members of its community at risk, or violates AUB policy or applicable laws.