Purpose

This policy establishes guidelines for sending mass emails at Kean University. Its goal is to protect the integrity of university communications, reduce the risk of spam complaints, ensure compliance with email best practices, and maintain the security and reputation of Kean University’s email systems.

Scope

This policy applies to all Kean University employees, student workers, and contractors who send or intend to send mass or department-wide emails using university email systems or accounts.

Policy Statement

Mass Email Restrictions

• Sending mass emails from individual university accounts is prohibited without prior approval from the IT Department.
• Mass emails sent from personal accounts are subject to spam filtering and may be blocked or flagged without notice.
• Department-wide or large-volume communications must be sent through an approved shared mailbox or university-sanctioned mass email platform.

Approved Methods for Mass Communications

The following are the approved methods for sending mass or department-wide emails at Kean University:

• Shared Mailboxes — Shared mailboxes are purpose-built for department-wide outreach and are far less likely to trigger spam filters. Departments that do not have a shared mailbox may request one through the IT Help Desk.
• University-Sanctioned Platforms — Approved mass email platforms designated by the IT Department may be used for large-volume communications.

Requesting a Shared Mailbox

To request a shared mailbox or access to an existing shared mailbox for mass communications, please submit a request through the IT Help Desk portal: Submit a Request. The IT Department will review the request and provision access accordingly.

Exceptions

Exceptions to this policy may be granted on a case-by-case basis. Requests for exceptions must be submitted in writing to the IT Department and will be reviewed by the Chief Information Officer (CIO). Approved exceptions will be documented, monitored, and periodically reviewed for compliance.

Review and Revision

This policy will be reviewed annually by the IT Department and updated as necessary to ensure its effectiveness and relevance to evolving email security risks.

Responsibilities

• Users: Adhere to this policy, use approved methods for mass communications, and report any suspected violations to the IT Department.
• IT Department: Implement and enforce this policy, review exception requests, provision shared mailboxes, and conduct annual policy reviews.
• VP of IT (CIO/CISO): Oversee the policy’s implementation and enforcement, approve exceptions, and ensure compliance.

Contact Information

For questions or concerns regarding this policy, or to request a shared mailbox, please contact the IT Security team at [email protected].