(1) This Procedure safeguards against possible misuse of email by implementing an authorised process for broadcasting email (i.e. sending a mass email) to La Trobe University students or cohorts of students. (2) This Procedure does not apply to: (3) Refer to the Email for Official Correspondence with Students Policy. (4) Any member of the University can request a broadcast email by submitting a request to their immediate supervisor. The request should include: (5) If the immediate supervisor is not one of the approving authorities listed in section 3 below, the supervisor in turn will submit the request to the appropriate authority. (6) The approving authority for a broadcast email depends on the cohort(s) to whom the message is directed. If directed to more than one cohort, the broadcast may need to be approved by more than one authority. (7) The approving authority will assess the request according to the criteria in parts E, F and G and will notify the requester of the outcome. The notification will be copied to the requester’s supervisor if part B applies. (8) If the broadcast email is authorised, the requester will send the authorised message and the proof of authorisation to the appropriate officer to action the broadcast. The ‘appropriate officer’ will be the IT officer, normally but not necessarily a staff member in the requester’s work unit, who has the responsibility, access and resources to send broadcast emails on behalf of that unit. (9) The officer who broadcasts the email must retain a record of the broadcast and the authorisation for audit purposes. (10) Broadcast email must be related to the original purpose of providing students with email accounts. In terms of this procedure, email accounts have been provided to students to facilitate their entitlements and obligations. (11) In keeping with part E, student email accounts may be used to receive broadcast emails that provide (or support) the students with: (12) To determine whether a broadcast email is related to expectations and responsibilities of both students and the University, consider: (13) If the email satisfies the criteria, and the content of the message does not breach University regulations and policies, then the broadcast email may be authorised. (14) If there is any doubt whether the conditions outlined above are satisfied, then the University’s Privacy Officer should be consulted. (15) For the purpose of this Procedure:Authorising Email Broadcasts to Students Procedure
Section 1 - Background and Purpose
Section 2 - Scope
Top of Page
Section 3 - Policy Statement
Section 4 - Procedures
Part A - Lodging a Request for a Broadcast Email
Part B - Submitting the Request to an Approving Authority
Part C - Approving Authorities for Specific Cohorts
Target Cohort Includes:
Approving Authority
All students based at the Bundoora or City campus Deputy Vice-Chancellor (Students) or delegate
Students enrolled in a particular School
Dean or delegate
Students undertaking study in a particular School
Dean or delegate
Students based at a campus other than Bundoora or the City
Head of Campus or delegate
Other (eg international students, higher degree students)
Senior manager in the division or area which has primary responsibility for students in the target cohort, or manager’s delegate
Part D - Procedure for Broadcast
Part E - Criteria for Authorisation
Part F - Examples of Acceptable Content for Broadcast Emails
Part G - Determining Whether a Broadcast Email Satisfies Criteria
Section 5 - Definitions
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This is not a current document. It has been repealed and is no longer in force.
All students of the University