Guidelines for Sending of Mass Email at UWM

Mass e-mail is the delivery of e-mail to a large group of recipients or delivery of a large number of messages at the same time. The recipient lists for e-mail groups are generated in a variety of ways, including the pantherLIST service or through other campus or outside vendor services that create recipient lists automatically based on pre-defined groups, e.g., all faculty, students in a specific major, or members of a specific school or college.

The effectiveness of e-mail as a communications medium can be diminished by excessive use. Delivery of a large amount of e-mail during a brief time period can tax University computing resources and affect the performance of services. Additionally, many ISPs (Internet Service Providers) will blacklist e-mail upon receiving a large number of e-mail messages from a single source. If UWM is blacklisted, an ISP’s customers will be prevented from receiving legitimate e-mail sent from UWM. Therefore, this document was developed to provide guidelines for sending mass e-mail to make best use of the communications medium and minimize these and other issues.

Guidelines for appropriate use

  • Mass e-mail involves any use of UWM resources to deliver effectively the same message to more than 2,000 recipients or involves sending more than 2000 e-mail messages at once.
  • All uses of mass e-mail at UWM must adhere to the UWM Acceptable Use of University Information Technology Resources, UW System Policy on Use of University Information Technology Resources and other policies, protocols and laws related to specific e-mail lists.
  • E-mail should not be used as a sole means of emergency notification, as delivery is not guaranteed and may involve considerable lag time to reach all recipients.

Please direct questions and comments to the UWM Help Desk at http://GetTechHelp.uwm.edu.

Last revision, September 1, 2016