Purpose

This standard definesappropriate useof university email services andestablishesrequirements for sending bulk or broadcast messages. The goal is to protect message deliverability, institutional reputation, data security, and regulatory compliance while ensuring effective communication across the university community.

Scope

This standard applies to all faculty, staff,students,contractors, and university-affiliated systems that send email using university-managed domains or services.

Guiding Principles

  • Individual mailboxes are intended for person-to-person or small-group communication.
  • Bulk or broadcast messaging must use centrally managed services designed for scale, compliance, and monitoring.
  • Email usage must align with data classification, audience context, and businesspurpose.
  • Improper bulk email practices pose operational, security, and reputational risk to the university.

Appropriate Use of Individual Mailboxes

Individual user mailboxes may be used for:

  • Direct correspondence
  • Small group collaboration
  • Academic and administrative communication tied to an individual’s role

Individual mailboxesmust notbe used for large-scale distribution, automated sending, or recurring announcementswithout IT approvalfor time-limited access to restricted distribution groups.

Appropriate Use ofSharedMailboxes

A shared mailbox is acentrally managedaddress accessed by multiple authorized users to support a functional role.

Shared mailboxes may be used for:

  • Inbound functional communication (inquiries, service requests, departmental contact)
  • One-to-one or small group replies related to an inbound request
  • Supporting shared responsibilities across a team

Shared mailboxesmaybe usedfor bulk or broadcast messagingwith approvalfrom Information Security.

BulkandBroadcast Messaging Requirements

Messages sent to large audiences (generally morethan250 recipients, recurring distributions, or automated messages) must be delivered throughapproved university messaging platforms.

Approved platforms provide:

  • Rate limiting and delivery controls
  • Sender authentication and domain protection
  • List management and opt-out handling
  • Logging, auditing, and reporting
  • Reduced risk of spam classification or account suspension

Approved Platforms

Distribution Groups

  • Announcements(w/approval)
  • Working (w/approval)
  • þ/Gradstudents/Lawstudents(w/approval)
  • Department Groups
  • Functional Groups
  • Application User Groups

3rd-party platforms

  • Moodle/Canvas/LMS
  • RaveAlert
  • MailChimp
  • Qualtrics
  • SendGrid
  • Starrez
  • Slate
  • Symplicity

ListServ(lists.elon.edu)

Approved Bulk Messaging Use Cases

Use Case Approved Services
Academic & administrative announcements Colleague,LMS (Moodle),academic/administrative distribution lists (approved senders),enterprise bulk email platforms
Emergency & safety notifications Emergency notification systems (email/SMS/push)
University-wide or departmental broadcasts Centrally managedand restricteddistribution lists or communications platformswith approval
Events, programs, and engagement Event platforms or marketing automation tools
Alumni, advancement, and external outreach CRM and advancement messaging systems

Bulk messagingmust notbe sent from personal mailboxes using BCCorexpandeddistribution lists.

Prohibited Practices

The following are notpermitted:

  • Mass emails sent from individualmailbox accounts
  • Use of BCC to simulate bulk messaging
  • Automated scripts sending email through user accounts
  • Sending restricted or regulated data via bulk email
  • Bypassing approved platforms for convenience

Data Protection & Compliance

  • Email content mustcomply withdata classification standards (e.g., FERPA, HIPAA, PCI).
  • Sensitive or restricted data must not be transmitted via bulk email.
  • External messaging mustcomply withapplicable regulations (e.g., CAN-SPAM).

Exceptions

Exceptions require documented business justification and approval from IT andUniversityCommunications. Approved exceptions must be time-limited and reviewed periodically.

Responsibility

Sendersare responsible forensuring their email usagecomplies withthis standard. IT andUniversityCommunicationsare responsible formaintainingapproved messaging platforms and enforcing compliance.

Summary

Individual mailboxes are not broadcast systemsand will be rate-limited to limit theamountof senders reached. Bulk or automated messaging must be conducted only through approved university services designed to ensure reliability, security, and accountability.

Addendum: Email Usage FAQs

General FAQ (All Users)

  • Why can’t I justBCCa large group?
    BCC-based distribution bypasses delivery controls, increases spam risk, and can result in account throttling or suspension. Approved bulk messaging tools protect both senders and recipients.
  • What counts as “bulk email”?
    Generally, messages sent to more than250 recipients, recurring announcements, automated messages, or communications to role-based audiences (e.g., all students, all staff).
  • What if I only need to send one message, one time?
    If the audience is large or role-based, approved bulk messaging toolsor distribution groupsmust still be used,even for one-time messages.
  • Can I send sensitive information by email?
    Sensitive or restricted data must not be sent via bulk email. Follow university data classification and handling standards.
  • What happens if a use my email account to send a bulk message?
    Message sending may be temporarily restrictedforyour account.If your account is restricted from sending messages due to sending a bulk message, please contact the Service Desk to resume sending.

Faculty FAQ

  • How should I message students in my course?
    Usethe LMS (Moodle/Canvas) email functionfor course announcements and class-wide messages.

    Microsoft Teams provides an option to send email to channel participants.

Staff FAQ

  • How do I send a message to all staff in my department?
    Use centrally manageddepartmentdistribution lists or approved communications platforms.
  • What should I use for operational notifications (e.g., outages)?
    Approved IT or service management communication channelsare used for operational notifications such as outages and campus-wide alerts.
  • What should I use forcampus-wide announcements or blasts?
    Please contactInformation Technology for approval and time-limited access to send an email announcement to the Elon community.

þ & Student Organizations FAQ

  • Can student organizations email all students?
    Only through university-approved engagement or event platforms andin accordance withstudent communication policies.
  • Can I use my university email to promote events or causes?
    Approved student engagement toolsare usedlisted above.
  • What ifI’man officer of a recognized student group?
    Work withStudent Lifeor IT to access approved messaging tools.

IT, Developers & System Owners FAQ

  • Can applications sendemaildirectly through SMTP?
    Applications must use approved email services or APIs. Direct SMTP from applications or scripts is notpermittedwithoutvetting andapproval.
  • Can we integrate third-party email services?
    Yes, but only after security review and approval to ensure authentication, logging, and compliance controls are in place.
  • Are system-generated emails considered bulk messaging?
    Yes. Automated or high-volume system emails must use approved services and follow this standard.

When in Doubt

If your message is:

  • Going to many people
  • Sent automatically or repeatedly
  • Role-based (students, staff, alumni)
  • External-facing

Use an approved bulk messaging service or contact IT/UniversityCommunications for guidance.