Campus Email Distribution Policy

Soka University of America is committed to using its resources efficiently and to using technology to enhance communication with campus community members. This policy recognizes the importance of electronic communication to the operation of the university while protecting its students, faculty and staff from unwanted or unsolicited emails. This policy defines the appropriate use, circumstances and procedures for sending a campus-wide email to a distribution list such as “all students,” “all faculty,” and “all staff.”

Campus-wide distribution is for

  • distributing official information for the university and the official groups that represent it

Campus-wide distribution is NOT for

  • notices, announcements, or reminders that are not applicable to every recipient on these lists. The latter are better suited to be distributed via the university’s portal or Sokannect for students.
  • use as a public forum (political, personal or religious commentary), solicitation, chain letters, forwards, or social discussion of an individual, group, or idea.

Guidelines

All announcements sent via a list shall adhere to all relevant university policies including but not limited to non-harassment policy, cyber bullying policy, and Student Code of Conduct. Any violation of this policy will lead to appropriate sanctions and resolution from Human Resources or Office of Student Code of Conduct and Resolution.

To prevent university constituents from receiving unsolicited email messages, campus-wide email distribution lists are moderated lists. For campus-wide distribution of official university-related emails and announcements, please submit any proposed email/announcement to the following individuals for review and distribution to their respective campus constituencies.

If the below designated reviewer(s) determines that an email message to the distribution list is the most appropriate form of communication for the related message, the email will be approved and delivered to the users included in the distribution list. If the reviewer determines that mass email is not the best form of communication for the message content, the message is inappropriate, or not of interest to all recipients, the sender will be notified that the message will not be sent and if possible, alternative opportunities for the communication will be suggested. Senders should allow at least 48 hours for the requested message to be reviewed and released or denied.

Guidelines

  • Submit to Dean of Faculty Robert Hamersley for email to undergraduate faculty
  • Submit to Dean of the Graduate School Tomoko Takahashi for email to graduate faculty

  • Submit to SSU EC if you are a class senate, club senate, student club, or other approved SSU organization
  • Submit to Dean of Students Hyon Moon if you are a faculty or a staff member
  • Student wishing to send email to all students for the purpose of class project/surveys etc, the request must be made to Dean of Students Hyon Moon by the faculty member teaching the course
  • Please note that certain staff members have the authority to send email to all students representing their departments such as Residential Life, Career Development, Student Activities, and Athletics and Recreation

  • Submit to Executive Vice President for Finance and Administration Arch Asawa