Mass Email Policy

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Mass Email Policy
Mass_Email _Information_Technology _POL_V1.0
August 2024

Table of Contents
1. Policy Statement ......................................................................................................................... 3
2. Purpose ...................................................................................................................................... 3
3. Scope .......................................................................................................................................... 3
4. Policies and Procedures ............................................................................................................... 3
4.1 Required Content for Mass E-Mail Messages: .............................................................................. 3
4.2 Targeted Mass Electronic Mailings ............................................................................................... 3
5. Definitions................................................................................................................................... 4
6. References and Related Documents ............................................................................................. 4
7. Document Control Information .................................................................................................... 4

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Department Information Technology Approval Date 2024-09-09
Document Reference Mass E-Mail _Information Technology_POL_V1.0 Revision Date 2026-08-09
Policy Mass Email Policy Policy Owner Director of Information Technology
1. Policy Statement
MBZUAI’s (Mohamed bin Zayed University of Artificial Intelligence) email system is not intended to mass-
deliver messages related to non-university business. The University uses services and techniques to
protect against malicious email, unsolicited “spam” advertising and targeted “phishing” scams. MBZUAI
reserves the right to take appropriate action to protect its systems and users, including but not limited to
blocking the delivery of mass emails and the sources that violate this policy.
All targeted mass emailing must be approved and processed using the guidelines described in this policy.
Individual areas may apply more restrictive rules on the frequency, acceptable use, approval procedures,
and recipients of campus communication.
2. Purpose
This policy provides guidance and procedures for mass email messages to the faculty, students, staff, and
alumni community. A "mass email" is any single or group of identical mailings distributed to many
individuals. This policy is not intended to interfere with collegiate communication.
3. Scope
Any faculty, student, or staff who initiates a mass email is accountable under this policy and all other
related policies and is subject to potential disciplinary action, including termination of employment.
4. Policies and Procedures
4.1 Required Content for Mass Email Messages:
4.1.1 All MBZUAI mass email messages must include a university individual or group email address
to which a reply can be easily generated.
4.1.2 The email must be sent from one of the approved category addresses, which campus
recipients may use to organize or filter their email messages (see Appendix A).
4.1.3 Mass email is appropriate for information that pertains to the majority of the recipients,
is critical and/or time-sensitive, and meets one or more of the following standards:
• Alerts the campus community to situations about health and safety risks.
• Provides information essential to the operation or execution of University business.
• Notifies the campus community about changes in governance, policy, and practice.
• Communicates essential information from the President, Provost, or other MBZUAI
senior leadership.
4.2 Targeted Mass Electronic Mailings
4.2.1 A targeted group email allows MBZUAI persons and sections to send a single approved

Page 4 of 5
Department Information Technology Approval Date 2024-09-09
Document Reference Mass E-Mail _Information Technology_POL_V1.0 Revision Date 2026-08-09
Policy Mass Email Policy Policy Owner Director of Information Technology
message to a specific group of people, such as faculty, students, or staff, who can be
identified based on enterprise directory or other institutional database characteristics (see
Appendix A).
4.2.2 The university President and Senior Management team members may send mass emails to
faculty, students, and/or staff.
4.2.2.1 The hierarchy for final approval to send a mass email is as follows:
• Staff emails are with the President.
• Faculty and students are with the Provost.
• Alumni are with the Vice President of Public Affairs and Alumni Relations (PAAR).
4.2.3 Faculty and staff may request this service with the approval of their department/section
leadership (e.g., the Chair) first and then the Provost or President, as appropriate.
4.2.4 Recognized student organizations/groups may request this service with the approval of the
Provost.
4.2.5 Academic information may be e-mailed to groups of students with the approval of the
Provost.
5. Definitions
Terminology Definition
Business Owner The person who controls the specific area of the business.
Distribution List Lists all emails and ownership and permission rights within MBZUAI.
Enterprise Directory The platform provides centralized authorization, roles, and group services.
Mass Email An email that is created to send to a large group of recipients.
Permitted Sender A list of people approved to send emails from a specific group email address.
Targeted Group A particular group of people that the message is intended to reach.
6. References and Related Documents
Distribution List (Appendix A)
7. Document Control Information
Version
number File Name Responsible Role Comments Date of
change
V1.0 Mass E-Mail Director of IT First approved version Aug 2024

Page 5 of 5
Department Information Technology Approval Date 2024-09-09
Document Reference Mass E-Mail _Information Technology_POL_V1.0 Revision Date 2026-08-09
Policy Mass Email Policy Policy Owner Director of Information Technology
8. Approval List
Approval List: Mass E-Mail _DepName_POL_V0.1
Sequence
Number Sequence Roles Responsible Role Comments Date
1 Policy Owner Director of IT (Information
Technology) 2024-09-09
2 IEQA Review Head of IEQA 2024-09-09
3 Legal Review General Counsel 2024-08-06
4 Initiator VP of Corporate Services 2024-08-05
5 Endorser Director of Strategy & IEQA 2024-08-06
6 Approver President 2024-09-09
Appendix A – Email Lists and Owners
The list below details the business owner for a specific group email and permitted senders.
Distribution List - June 2024.xlsx