Office of the Registrar

Student E-Memo Policy

Faculty and Staff » Student E-Memo Request » Student E-Memo Policy

UCB Policy and Procedure

Topic: Access to Student E-memorandum Lists

Date: July 9, 1997

Original_______ Rev_______

Approved by: ________________________

Chancellor

________________________

Acting Vice Chancellor-Administration

________________________

Vice Chancellor-Student Affairs

Contact: Registrar's Office 492-6231

Introduction

The University of Colorado at Boulder (UCB) accepts requests from internal departments and faculty members for student e-memorandum mail lists (e-memos) for current students. An e-memorandum mail list is any compilation of student e-mail addresses for the purpose of sending information or materials to that list via the university's electronic mail system (e-mail). The following policy defines the process by which such requests are reviewed, approved and processed.

The Office of the Registrar is responsible for the processing of requests for student e-memos for the purpose of conducting university business. Requests will be accepted from university departments and registered student groups. No requests will be accepted from outside groups, organizations or individuals. No requests will be accepted from university departments acting as "sponsors" for outside groups, organizations or individuals.

The Boulder Campus Student Mailing List Review Committee ("the Committee") reserves the right of reviewing the text of any student e-memo. The Committee is appointed by the Vice Chancellor for Student Affairs. The requester may be asked to make changes, deletions or additions to the proposed text for the e-memo as required by the Committee (if reviewed).

Policy

The University of Colorado at Boulder may, at its sole discretion, provide a service of electronic delivery of memoranda to students with university e-mail addresses for requesters in compliance with this policy. The university reserves the right, in accordance with federal and state law and as determined by the Committee, to provide e-memorandum services for currently enrolled students only for those purposes that enhance the educational role and mission of the university, including health, safety, and diversity related issues, subject to the definition of "vital communication" and "informational communication" below. No student e-memo requests will be approved which are for commercial gain, employment, fundraising or personal correspondence. Access to student lists for these or other purposes which cannot be processed through the student e-memo service can be requested through the Access to Student Mailing List Policy dated October 22, 1996. All services provided will be in compliance with the Family Educational Rights and Privacy Act of 1974.

Admitted and newly-confirmed students cannot be accessed through this process as they do not yet have University of Colorado e-mail accounts.

Requesters may purchase the delivery of a memorandum to students provided they complete the online request form. Requests may also be made by sending either e-mail or campus memorandum. Call the registrar's office contact numbers listed below for information regarding the procedures for requesting delivery of a student e-memo. The requester will be charged fees for the full cost of delivery of any request. E-mail address lists are not released to the requester. The registrar's office cannot make any guarantee that each student who receives an e-memo will read that e-memo.

E-memos to students will be grouped into two types based upon content of the memorandum: "vital" and "informational". The principal use of student memoranda should be the communication of information necessary for the student's academic progress and development at the university. These e-memos will go to all students within the specified group and will have a header indicating "Vital CU-Boulder E-memo". E-memos not in this category, but submitted as informational will only be sent to students who have not filed a request for non-disclosure of their student records (privacy flag or semi-privacy flag), and will have a header indicating "General CU-Boulder E-memo".

Procedures

Requests for the delivery of student e-memos should be directed to the registrar's office, as follows:

Web Form Address:
Student E-memo Request Form

Registrar's Office Contact Personnel:

Ememo Programmer
Erik Magelssen
303-492-2463
erik.magelssen@colorado.edu

Technical Services Manager
David Beckham
303-492-6231
David.Beckham@colorado.edu

The requester should allow a minimum of seven days for delivery of the e-memo to students. Ememo requests can be made up to one year in advance of the delivery date. Requests will normally be processed within seven days. The requester may set the date for delivery of more than seven days in advance on the request form. After the registrar staff has received and reviewed the request, the requester will receive an e-mail with a count of the number of students selected who have e-mail accounts and the charge for delivery of the e-memo to those students.

Groups of students may be selected based on directory or personally identifiable information as long as specific protected data is not disclosed. For example, student grade point average can be used as a selection criteria, but the e-memo cannot refer directly to this selection criteria. The text may say "the office is offering a special learning opportunity for students with an outstanding academic record", but may not say "you have been selected as having a GPA greater than 3.0 for special opportunity".

A valid university speed type number must be provided on the request form. This account will be billed for the total cost of delivering the student e-memo. The charge for this service effective 7/1/07 will be $75.00 for programming and administrative costs, and $0.0038 per student e-memo address selected. If additional costs are incurred, these costs will be charged to the requester at the standard programming rate charged by the registrar's office. This charge structure is subject to change, and the requester will be notified of the total charges before the e-memo is sent.

The requester may obtain as an optional service mailing labels for those students in the specified population who do not have e-mail addresses. This will involve an additional charge, as there is additional programming involved in acquiring these labels. This charge will be at the standard $75.00/hour programming rate from the registrar's office (subject to change).

Regsitrar's Office Responsibilites

The Office of the Registrar is responsible for providing customer service for the requester for delivery of a student e-memo. The Registrar's Office will:

Accept the Student E-memo Form from the requester and review it for completeness.
Determine if the request must be submitted to the Committee for review and approval.

Inform the requester of any changes that need to be made, if required.

Write the necessary computer programs in order to deliver the e-memo to specified students.

Complete delivery of e-memo to the specified student population.

Burton Fox - Information Technology Services