Email Policy

Overview

Electronic email is pervasively used in almost all campus communications and is often the primary communications method and awareness building at PhilaU. At the same time, the misuse of email can post many legal, privacy and security risks, thus it’s important for users to understand the appropriate use of internal and external electronic communications.

Purpose

The purpose of this email policy is to ensure the proper use of PhilaU’s email system and make users aware of what PhilaU deems as acceptable and unacceptable use of its email messaging and correspondence system. This policy outlines the minimum requirements for use of email dissemination within PhilaU’s network.

Scope

This policy covers appropriate use of any emails sent from a PhilaU email address (or alias) and applies to all employees, vendors and agents on behalf of PhilaU.

  • Email usage must be consistent with PhilaU policies and procedures of ethical conduct, safety and compliance with applicable laws and proper practices.
  • Email correspondences include, but are not limited to, the following: email messages, electronic newsletters, event invitations, and university and program announcements.
  • Sending email correspondence to external addresses must be in compliance with the CAN-SPAM Act of 2003 and email service provider policies (see section on Email Compliance for specific details).

Why spam matters

Email service providers have algorithms that can track whether a sender is using unsolicited addresses. In most cases,  these vendors forbid the sending of unsolicited information and can blacklist your organization and report your activity to a federal authority.

Email Compliance

Sending unsolicited email correspondence in bulk dispersion is a form of electronic spam as specified by the CAN-SPAM Act of 2003. Special consideration and adherence must be given to the generation of email addresses and the legalities accompanying them.

  • When using an email service provider’s software, you must agree to follow their permission policy, which is in accordance with federal spam regulations.
  • Illegal email address generation includes, but is not limited to, the following:

1. Purchased or rented lists

2. Trade show lists

3. Old or out-of-use registrants

4. Addresses generated from member directories

5. Fans/followers from other sites

  • Permissible use of email addresses include those that are obtained via the following outlets:

1. Deliberate web sign-ups

2. In-person sign-ups

3. Recent participants who agree to receive information from PhilaU

4. Those who agreed on usage through terms of use via a different registration

5. Participated in a competition and knowingly gave permission to forward information

6. Friends/colleagues/family who have confirmed they be added to a list

Suggestions for a Building Legitimate Email Database

  • Request to receive news and updates link on aligned website webpages
  • Call-to-action through social media, digital sign-ups (e.g., blogs), electronic newsletter
  • Subscriber-only incentives, contests with full disclosure of intent of email usage
  • Network with industry partners who will share your sign-up information
  • Subscriber testimonial with sign-up
  • Sign-up option on Facebook or other social media outlets
  • Request information opt-in