Procedures

Email and Bulk Messaging - Procedure

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1.0   Purpose and Scope

This procedure outlines requirements at The University of Queensland (UQ or the University) for using UQ email accounts and sending messages to large groups via email, SMS, or other Information and Communication Technology (ICT) systems (bulk messaging).

This procedure must be read in conjunction with UQ’s Information and Communications Technology Policy and applies to all consumers of UQ ICT resources as defined in the policy (UQ consumers).

2.0   Process and Key Controls

  1. UQ provides staff, students and alumni with an email account for the delivery of official UQ email.
  2. UQ staff and students must use the UQ email account in accordance with this procedure and relevant policies, including:
    1. For staff, the UQ Code of Conduct; and
    2. For students, the Student Charter.
  3. UQ reserves the right to communicate with all staff and students relating to University business.
  4. UQ may request staff and student mobile phone numbers to enable the receipt of official UQ communications via SMS
  5. UQ staff may send bulk messages, with appropriate authorisation, that are consistent with UQ policies and are for UQ purposes only.

3.0   Key Requirements

3.1   Staff Email

The following requirements and controls apply to UQ staff email:

  1. UQ maintains a directory of staff and their assigned UQ (@uq.edu.au) email addresses including subdomains (e.g. @its.uq.edu.au).
  2. Staff email accounts should not be forwarded to an external service provider (e.g. Gmail, BigPond or Yahoo) because there is no ability for UQ to provide content backup or information security or to protect potential intellectual property rights that may arise in or from email correspondence. Exceptions to this requirement may be granted by the Head of an Organisational Unit if the staff account relates to a joint appointment or while the staff member is seconded to another organisation.
  3. UQ recommends that the disclaimer below is used on confidential emails, and if personal views of staff are contained in any email correspondence, they must be identified as personal views and not those of the University.

 “This email (including any attached files) is intended only for the addressee and may contain confidential information of The University of Queensland. If you are not the addressee, you are notified that any transmission, distribution, printing or photocopying of this email is prohibited. If you have received this email in error, please delete and notify me. Unless explicitly stated the opinions expressed in this email do not necessarily represent the official position of The University of Queensland.”

  1. UQ will not provide email data to an email account owner after they have left the University.
  2. Information Technology Services is authorised to delete an email account after a staff member’s employment has been terminated. Accounts are archived 14 days after a staff member’s employment is terminated within UQ’s human resources system. Staff can request an account extension as per section 3.3 of the Information and Communication Technology procedure.
  3. When a staff member becomes aware that their employment with the University may be terminated, or their employment has been terminated, the staff member may copy personal email or data but not copy, delete, erase or alter in any way emails relating to UQ business.

3.2   Student and Alumni Email

The following requirements and controls apply to UQ student and alumni email:

  1. Students are provided with a UQ email account and must monitor the account whilst enrolled at UQ.
  2. It is the responsibility of students to:
    • check their University email account on a regular basis; and
    • maintain their mailbox within the mailbox quota to ensure University mail can be delivered to the mailbox.
  3. It is the responsibility of students and alumni to:
    • maintain appropriate security measures regarding email passwords;
    • use email in accordance with University policies;
    • prevent the use of University email accounts by persons not authorised by the University;
    • delete and prevent the distribution of unsolicited advertising material or spam; and
    • take reasonable steps to ensure that they do not knowingly open or send email messages containing viruses, spy ware, worms or other potentially hazardous codes. Attachments from suspicious or unknown senders should not be opened (consult Information Technology Services for questions or concerns about email security). 
  4. Students and alumni may forward their UQ email to an external provider (e.g. Gmail, BigPond or Yahoo) or to another UQ email address.
  5. An alumni email account will be terminated at the request of the account owner.

3.3   Bulk Messaging

Bulk messages is the sending of an email or SMS message to all UQ staff, students and alumni or a specific class of staff, students or alumni (for example, all students within a school or faculty). Bulk messages require the communication to be:

  1. relevant to the entire recipient audience;
  2. for a University purpose; and
  3. authorised by a relevant UQ officer outlined in section 7.1 of this procedure.

UQ provides a contact directory for all staff and students and a messaging system that allows authorised staff members to send bulk messages to recipients within certain groupings. The following principles apply to sending bulk messages at UQ:

  1. Senders are considered representatives of UQ and must ensure that messages are consistent with UQ policies (including the UQ Code of Conduct) and are for a University purpose.
  2. Messages should be sent from a UQ staff account or the account of a specific UQ role or function (e.g. Head of School, Chief Human Resources Officer, or Faculty Executive Manager).
  3. The names of recipients should remain anonymous to other message recipients. For example, student names, student usernames and student numbers should not be displayed publicly.
  4. Bulk messages should clearly outline which group or sub-group the email has been distributed to.
  5. SMS bulk messages should be focussed on high priority topics and sent to limited recipients.
  6. The Head of the Organisational Unit has the authority of approving organisational unit bulk messages at their discretion.

4.0   Roles, Responsibilities and Accountabilities

4.1   UQ consumers

UQ consumers are responsible for complying with this procedure when using a UQ account (such as email), including:

  • ensuring any bulk messages they send are in accordance with this procedure and UQ policies, including the Code of Conduct and Student Charter; and
  • obtaining appropriate authorisation (in accordance with section 7.1 of this procedure) to send bulk messages before the message is sent.

4.2   Authorised staff

Authorised staff listed under section 7.1 of this procedure are responsible for:

  • considering and reviewing the content of proposed bulk messages; and
  • ensuring that messages are appropriate for dissemination to a large audience and comply with the principles and requirements of this procedure.

5.0   Monitoring, Review and Assurance

The Chief Information Officer is responsible for the implementation and communication of this procedure, including ensuring that UQ consumers are informed of their obligations when using email and sending bulk messages.

Information Technology Services will review this procedure as required to ensure its currency and relevance to the management of email and bulk messaging at UQ.

6.0   Recording and Reporting

Information Technology Services will maintain records of bulk messages sent in accordance with this procedure.

7.0   Appendix

7.1   Authorisation to send bulk messages

Table 1 – Authorisation of broadcasts to all students, staff and alumni

Audience

Topic

Authorisation

All students

General

Vice-Chancellor, Provost, Chief Operating Officer, Deputy Vice Chancellor (Academic)

Student and academic administration (e.g. Health Services, Enrolments, Student Union)

Deputy Vice-Chancellor (Academic), Academic Registrar or nominee

Critical incident alerts 

Chief Operating Officer or nominee

UQ IT services information

Chief Information Officer or nominee

All staff

General notifications

Vice-Chancellor, Provost, Chief Operating Officer, Director Human Resources or nominee

Critical incident alerts

Chief Operating Officer or nominee

UQ IT services information

Chief Information Officer or nominee

All library users

Library notifications

University Librarian or nominee

All staff and all students

Property, facilities and security information

Director, Property and Facilities Division or nominee

All alumni

General

Pro-Vice Chancellor (Advancement)

Table 2 – Authorisation of broadcasts to sub-groups of students, staff and alumni

Audience or topic

Authorisation

All students in a designated course

Course Coordinator for the designated course,

Program Director or nominee

All staff in an Organisational Unit

Head of Organisational Unit

Academic/faculty matters (e.g. messages to students enrolled in an academic program; staff in centres associated with the faculty; postgraduate research students)

Head of Organisational Unit  

All alumni from a designated faculty

Executive Dean (or nominee), providing UQ Advancement notice of communications in advance.

 

Custodians
Chief Information Officer Mr Rob Moffatt
Custodians
Chief Information Officer Mr Rob Moffatt