Procedure for sending a pre-approved broadcast message
A limited number of campus entities have been pre-approved to send specific types of broadcast mailings to the campuswide distribution lists maintained by Information Technology Services (ITS). The list of pre-approved entities is on file with the ITS Policy Office. This approval is based on established business relationships between the campus entity and the constituent group(s) combined with the nature and timing of the messages being sent. ITS reserves the right to modify or revoke this delegation of authority should it be abused or misused.
Sending the Message
- Make sure the message meets the first five (5) elements of the criteria for sending a broadcast mailing.
- Make sure the message is consistent with the types of messages on the list provided to pre-approved senders. If in doubt, contact the IT policy group at it-policy@calpoy.edu or call 756-2966 during regular business hours.
- Determine who will actually send the message. This person must have login access to the account that has been pre-approved to send the mailing.
- Login to the approved email account using the Oracle Web Client to create, format and send the message.
- Place the address of the appropriate campuswide mailing list in the TO: field of the message.
- If the same mailing is going to students AND employees, you will need to send two separate messages. This is necessary to minimize the impact on the university email system.
- Follow the minimum requirements to properly create and format the message.
- It is a good idea to send a test copy of the message to your own account to make sure it is properly formatted, before sending the final version. The email support group can help you format and test the message if desired. However, for pre-approved mailings, this is not required.
- You may send the message to the employee distribution lists at any time of the day. However, you should notify emailcal@calpoly.edu at least two to three hours prior to sending the message so the email support group can monitor the system and perform any tuning required.
- If the message is being sent to the campuswide distribution list for all students, contact the email support group via emailcal@calpoly.edu so they can set the permission. If possible, such notice should be given at least 24 hours in advance of the mailing. If that is not possible, then copy it-policy@calpoly.edu on the request.
- Once the email support group notifies you that permissions have been set, you may send the message to the student distribution list. Messages should be sent no later than 3:30 pm so the email support group can monitor the mailing during normal working hours and perform any tuning required.
Handling Auto Reply Messages
It is recommended that a mail filter be created when considering mailings which include Cal Poly students. This filter will prevent your account from being overwhelmed with auto reply messages. A typical broadcast mailing to the students will generate approximately 3,000 auto reply messages. Mailings to staff and faculty will create approximately 100 auto reply messages. For assistance, refer to Creating a New Filter under OCS Web Client Documentation.
Verify that the message was sent correctly
- After sending the message, if there was an error, you will receive a message back from the MAILER-DAEMON explaining the nature of the error.
- Within a few minutes, you should begin to receive auto reply messages based on any filters you have set.
- If you are a member of the mailing list, watch for receipt of your copy of the message.
