1.3 Authority to approve messages:
1.3.1 Global messages
The sending of electronic messages to all students requires authorisation of the Director, Student Administration, Student, Community and Services Division (SCSD). The name and position of the sender will be included as initial content text on the message in the format "A message from [name/position/organisation]." Most global electronic messages to students emanate from central Student Administration (SCSD).
1.3.2 Bulk messages
Authorisation of messages to cohorts of students varies according to the nature of the student cohort and the initiator of the request.
- The Director, Student Administration (SCSD) may authorise and action bulk messages
(i) emanating from functional areas of central Student Administration
(ii) relating to requests for distribution across one or more campuses
(iii) relating to requests for distribution across Faculties
(iv) relating to distribution requested by Student Associations, or other non-core organisations. Non-core messages will contain text to identify the sender in the following format: "This is a message from [name of] Association. Monash University provides this email service but takes no responsibility for the content or accuracy of this information."
- Each Faculty may nominate an officer to the Service Coordinator, Student Messaging, Information Technology Services, to authorize and action the distribution of bulk messaging to student groups within that Faculty, across all campuses upon which the Faculty operates.
1.4 Message Addressing
The University provides all enrolled students with
- a Monash email account and address. Global and bulk emails will only be sent to this Monash email address. Students may have alternative email providers such as Hotmail, Yahoo or Telstra, and prefer to read their email through these alternative providers. ITS provides a facility to enable redirection of Monash email to other email addresses, but responsibility for setting up the redirection of email lies with the individual student.
- access to the my.monash portal. Students may register their mobile phone number with SCSD to allow sending of SMS messages such as exam results.
The Monash University email account is the normal means by which the University will communicate with students on a variety of issues related to their enrolment. All students agree to the requirement to check their Monash email account on a regular basis when they enrol and re-enrol. When corresponding with the University via email, students must use their Monash email account. Using this account helps to ensure the identity and validity of the communication, as personal/secure Authcate details are required. The University will communicate with students through the Monash email account even if their enquiry is lodged from an external email account.
1.5 Message Content
1.5.1 Electronic messages must be kept succinct, unambiguous, and relevant to the target audience.
1.5.2 Global emails are sent from the global.emails@its.monash.edu.au address; messages sent from this address will have a footer "Please do not reply to this email as it has been sent from an unattended mailbox".
1.5.3 Bulk emails are normally sent from a Monash address nominated by the sender, with a Monash reply-to address.
1.5.4 The content of any proposed electronic message cannot be defamatory or inflammatory in nature.
1.5.5 The content of any electronic message is the complete responsibility of the group who wishes to communicate with students.
1.5.6 In order to comply with the Spam Act 2003 (Cth), all groups must ensure that they clearly and accurately identify the group that is sending the electronic message. This means that the name of the legal entity must be used. The content of the electronic message must include accurate information about how the recipient can readily contact the group. Where possible and appropriate, electronic messages should include a "further information" web address.
1.5.7 Students may elect to receive messages from non-core related organisational units but must be able to change this preference at any time. In order to comply with the Spam Act 2003 (Cth), messages from non-core organisations must include a functional unsubscribe facility.
1.6 Message Template
Requests for global and bulk messages must include the following information and format.
***************************************************************
FROM: name and position of the sender [to be included as initial content text on the message in the format "A message from [name], [position].
TO: either a list of attributes or reference to an attached student ID list
REPLY-TO: address that replies will go to (usually, but not necessarily the same as "FROM")
SUBJECT: subject line for the message
CONTENTS: text of message
MODE of DISTRIBUTION: email, my.monash, SMS etc
***************************************************************
The message should be supplied as plain text in the body of an email, and where possible, the list of students supplied either as a spreadsheet of ID’s, or a set of attributes (e.g. all Faculty of Law undergraduate students at Clayton). No files will be attached to global and bulk messages.
1.7 Any group who wishes to communicate with students via university systems must comply with all relevant legislation including, but not limited to, the following:
- Spam Act 2003 (Cth)
- Information Privacy Act 2002 (Vic)
- Workplace Relations Act 1996 (Cth)
- Trade Practices Act 1974 (Cth)
- Equal Opportunity Act 1995 (Vic)
- Racial Discrimination Act 1975 (Cth)
- Sex Discrimination Act 1984 (Cth)
- Disability Discrimination Act 1992 (Cth)
- Human Rights and Equal Opportunity Commission Act 1986 (Cth)
1.8 Monash University reserves the right to refuse to send out an electronic message on behalf of another group for any reason and without explanation. Normally, this right would not be exercised unless the University believed that the electronic message:
- was unlawful
- breached these terms and conditions
- breached University policy
- was defamatory or inflammatory in nature.
1.9 In the instance that a person makes a complaint about an electronic message, the University will refer the complaint to the group concerned. The group is entirely responsible and liable for any complaints that are received by the University as a consequence of the group requesting the University send an electronic message.
2.0 The University may refuse a group access to the system if the University believes that the group has not addressed any complaints received to the satisfaction of the University.
2.1 Monash University allows reasonable access to the electronic message service. If a group is found to be accessing the electronic message services unreasonably, for example, sending an excessive and/or unnecessary amount of emails, the University will direct that the group reduces the number of electronic messages and, if necessary, exercise its rights to refuse to send out a message.
2.2 Users of the electronic message systems will indemnify Monash University for any costs incurred by Monash University arising from a complaint made by a person where a breach of the law is alleged.
Responsibility
Margo Hellyer
