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Complete Policy Title:	Use of Alluse on Univmail
Policy Number:
Approved by:	Assistant Vice-President, Administration
Date of Most Recent Approval:	July, 2002
Revision Date(s):	January 1, 1998
Position Responsible for Developing and Maintaining the Policy:	Director, CIS and Director, Public Relations
Contact Department:	Public Relations
DISCLAIMER: If there is a discrepancy between this electronic policy and the written copy held by the Policy owner, the written copy prevails.

There are times when it is necessary to send email messages to all employees and retirees and/or all undergraduate students of McMaster. Such distributions are referred to as alluse messages. The electronic distribution list for all McMaster employees (including graduate students) and retirees, and the distribution list for all undergraduate students are comprehensive lists, generated from University databases and are available for this purpose.

These distribution lists can be made available to send alluse messages that meet the following criteria:

1. Information that relates to matters of immediate safety and security of people located at the University e.g., a note from Security about a suspected prowler would be appropriate, while a note about a meeting would not.
2. Issues of an urgent matter that require immediate action by people at the University e.g. closure of the University due to severe weather conditions.
3. Information relating to University issues or priorities that require communication to all members of the internal community e.g., a Presidential statement of policy or information about strategic planning priorities.

Authorization to send an alluse message is required from the Office of Public Relations Director or Associate Director. Authorization can also be granted by the President, Vice-President Academic, Vice-President Administration or the CIO.

Alluse messages to these lists are normally sent after 4:00 p.m. so as not to interfere with regular email delivery service. A minimum of 24 hours notice to the Office of Public Relations is required so that your message can be approved and distributed in a timely fashion. In cases where there is an emergency or security concern, the message will be sent immediately.

McMaster University's computing systems and networks are provided to support authorized research, education, administration, intellectual pursuits and related support service goals and objectives. Use of these facilities, including electronic communications, should be conducted in a professional and responsible manner. The person who submits the message for distribution to all employee and retirees or all undergraduate students is responsible for the content of the message. All messages must include a contact name, email ID and telephone number for related inquiries.