Guidelines set for campus mass email system

In a move to try to reduce the distraction of excessive mass emails, YSU has developed guidelines on sending messages via the YSU Mass Email System.

“This is a first step in what we see as a continuous process to maintain some better controls over the quantity and the effectiveness of mass emails that are sent to faculty, staff and students across campus,” said Ron Cole, public information officer.

Cole and Information Technology Services developed the guidelines that were distributed earlier this month to individuals on campus who are authorized to send emails to all faculty, staff and students via the YMES system.

Under the guidelines, all unsolicited YMES messages will be sent via one of nine emails sources: President, Office of the President, YSU Academic Affairs, YSU Information, YSU News, Tech Desk, YSU Human Resources, YSU Student Experience and YSU Student Success. The guidelines also include standardized formatting for all mass emails.

Cole said the overuse of YMES can become not only a nuisance, but it also can result in employees and students missing important email messages.

“We continue to emphasize that emails need to be limited to only the most important messages,” he said. “It is the responsibility of every individual authorized to send mass emails to try to limit the number of such messages.”

He said the next step is to explore guidelines that will restrict certain routine announcements from being sent via YMES and to develop and promote the use of other, non-email channels to communicate internally on campus.

Meanwhile, Cole also encouraged all employees and students to sign up for PenguinAlert emergency text messaging at /ysu-police/penguin-alert. Individuals must register their mobile numbers to get the alerts. “In the event of a campus emergency, text messaging is one of the most effective tools we have to get in touch with students and employees,” he said. “We strongly encourage everyone to sign up.”