SUNY Plattsburgh Mass E-mailing Procedures

General Information

Mass e-mailing involves sending unsolicited e-mail messages to a group of otherwise unrelated campus e-mail addresses. Mass e-mail messages are a useful and convenient way of informing the campus community. However, because they have the potential to unnecessarily consume resources and clutter campus inboxes, the college requires that senders of such messages adhere to usage guidelines.

Whether mass e-mail messages are sent by using a personally constructed list of addresses or a system-generated list (such as all@plattsburgh.edu), there is no difference in the effect or applicability of this campus policy. Recipients of system generated lists do not have the ability to opt out of this system.

Acceptable content criteria

While the ability to send mass e-mailings is confined to just authorized users, those users are obligated to restrict such use to mailings that fit the following criteria:

  • Be non-commercial in nature
  • Be related to the college's mission or business functions
  • Be issued in text format with no attachments
  • Be brief (200-400 words), and include a link to a web site or shared Google drive document if more information needs to be communicated
  • If a survey, be approved by Sponsored Research prior to being sent to any email list.

Improper content

The following types of announcements should not be sent out as mass e-mailings:

  • Lost-and-found notices
  • Personal statements
  • For rent/sale items

Mass email lists

The campus maintains several system-generated mass email lists, as follows:

Digest mass email lists

Two mass email lists for sending a message to "all employees" or "all students." We call these "Digest lists," as messages are "digested” into a collection system during the day and then sent out as one larger combined email message early the next morning. All Digest messages are archived and searchable. Our Digest lists are:

  • all@plattsburgh.edu – received as “Faculty Staff Daily Digest."  This Digest feed goes to all active employees of SUNY Plattsburgh (only faculty & staff can send to this list)
  • all@mail.plattsburgh.edu – received as “Student Daily Digest.” This Digest feed to all enrolled students (all active students, faculty & staff can send to this list)

Critical and Emergency mass e-mail lists

Four special mass e-mail lists are reserved solely for critical and emergency alert circumstances. Messages sent to these lists are delivered as quickly as possible. Our Critical/Emergency lists are:

  • critical@plattsburgh.edu - the e-mail distribution to all employees and academic building occupants, for high-urgency, critical alerts only
  • critical@mail.plattsburgh.edu - the e-mail distribution to all on/off campus students, for high-urgency, critical alerts only
  • emergency@plattsburgh.edu - the e-mail distribution to all employees and academic building occupants, for emergency alerts only
  • emergency@mail.plattsburgh.edu - the e-mail distribution to all on/off campus students, for emergency alerts only

A limited number of authorized users are permitted to send messages to the critical and emergency lists. All users are obligated to restrict such use to mailings that fit campus criteria. A list of authorized senders can be obtained by contacting the LITS Dean's office.

Examples of Critical mass e-mails messages:

  • Registration
  • Weather policy
  • Downtime for major computer systems (e.g. Banner, network, etc.)
  • Professional development
  • Facilities information regarding heating/water/major construction
  • Interviews for candidates @ director level and above
  • Campus-wide speakers and events

Examples of Emergency mass e-mails messages:

  • active shooter
  • class cancellations
  • state/national/local/campus emergencies

Lists targeted to select campus groups

Several population-defined lists are also maintained. These lists are considered mass email lists, and users will follow acceptable content guidelines as stated above. Only faculty and staff can post directly to the specific system lists; these are:

  • PSU-Auxiliary - Auxiliary Services Employees
  • PSU-Classified - SUNY Plattsburgh Classified Employees (includes classified M/C and staff represented by CSEA, PEF, and University Police Bargaining Units)
  • PSU-Emeriti - SUNY Plattsburgh Emeriti
  • PSU-Faculty - SUNY Plattsburgh Faculty Employees (includes Academic, Professional, and M/C)
  • PSU-RF - SUNY Plattsburgh Faculty Employees who are part of the Research Foundation
  • Union-CSEA - CSEA Union Members
  • Union-MC - Management Confidential Staff
  • Union-PEF - PEF   Union Members
  • Union-UUP - UUP  Union Members

A list of authorized senders can be obtained by contacting the LITS Dean’s Office.  Vice Presidents can send an email to LITS Deans office to grant additional users in their respective areas sending privileges.

Contact Information

For more information about Library and Information Technology Services, please contact:

Holly Heller-Ross, Dean and CIO
Library and Information Technology Services
SUNY Plattsburgh
2 Draper Avenue, Plattsburgh, NY 12901
Phone: (518) 564-5180
Fax: (518) 564-5100
Email: hellerhb@plattsburgh.edu