IT Resources provides a bulk mailing service to allow the controlled communication to larger sections of the University Community via email.

Authorisation

All messages sent as Bulk Email require approval by a member of the Senior Executive ie Chancellor, Vice-Chancellor, Deputy Vice-Chancellor, Pro Vice-Chancellors or Executive Director, Finance & Administration. Where the category of University members to be informed is within one Faculty or Division, the Head of Faculty or Head of Division can authorise its sending.

Content

The content of Bulk Emails is the responsibility of the originating organisational unit's Responsible Officer and the Authorising Person.

• Messages must include the staff member's name, position and phone number.
• The content of the Bulk Email should be supplied in TEXT FORMAT ONLY (no highlighting, bolding or bullet points).
• If possible, the text should be limited to one page or less in length.
• Where the email would otherwise be lengthy, provide a URL to the additional information.
• Bulk Emails can not include attachments. Any information which would normally be sent as an attached file should be directed to a URL on the web.

Set up and Delivery Time

Delivery of bulk email normally begins at 5pm and messages must be submitted prior to 4pm. Urgent Bulk Emails will normally begin delivery one hour after submission.

Bulk emails can be setup prior to approval so that delivery begins when approval is obtained. This is useful where the message is very urgent or approval is expected after 4pm.

Email Headers

In order to deliver Bulk Email, IT Resources requires the following information:

Who the message is to
Example groups are:

• all staff
• all students
• all members or subgroups by campus, school, faculty, job kind, course etc.
• specific groups identified by lists of staff or student ids.

The subject of the email
When sent the subject will be prefaced with "[utasbulk]".

Who the message is from
Please provide an email address.

The email address recipients should reply to
This may be different to the email address of the person sending the message.

Sending Email
Staff should contact Tony Grainger (x2042) or Jennifer Nield (x6330) prior to sending the headers and the email content to Bulk.Email@utas.edu.au.