Email Lists Guidelines

THE UNIVERSITY OF TENNESSEE AT MARTIN

EMAIL LISTS GUIDELINES

The University of Tennessee at Martin (“UT Martin”) supports the rights of faculty, staff, students and other members of the campus community to share information concerning instructional business and events relative to the campus community and to express freely their views for or against actions and opinions with which they agree or disagree. At the same time, UT Martin maintains an atmosphere on the campus that is conducive to academic work, preserves the dignity and seriousness of university operations and respects the private rights of all individuals.

UT Martin dedicates its resources to the advancement of UT Martin's principal missions of teaching, research, and service. The purpose of these guidelines is to provide a uniform basis on which UT Martin regulates communications distributed via UT Martin’s email lists through reasonable, viewpoint-neutral regulations with and in furtherance of UT Martin's missions of teaching, research, and service. These guidelines shall be interpreted and applied in a manner that is consistent with BT0010 and that does not violate rights protected by the First Amendment. This guidance supplements, and shall be applied consistently with, the Campus Free Speech Protection Act, BT0010 – Policy Affirming Principles of Free Speech for Students and Faculty, any other university policy or procedure, or Tennessee law or regulation.

 

1. OpenDiscussion@listeserv.utm.edu

a. This list is for open discussion on any topic, may be used by UT Martin faculty & staff, and is un-moderated (any list member may send to the list).

b. List members may remove themselves at will.

2. AcademicNews@listserv.utm.edu

a. The list is for communications to UT Martin faculty and advisors concerning instructional business. List members will be all faculty members, Academic Administrative Assistants, advisors, and others as determined by the Vice Chancellor for Academic Affairs (the “VCAA”).

b. This list is operated by the VCAA’s designee in the Office of Academic Affairs who will be responsible for adding/removing names from the list.

c. The list is moderated, and any message sent to the list must be approved by a moderator for appropriate subject matter content (without regard to viewpoint) consistent with section 2(a).

d. The moderators who review messages for release on information-l correspond to the reporting channel for the faculty or staff member submitting a message.Moderators will be the list operator, the VCAA, Faculty Senate President, Deans, Director of Research Grants Contracts, Director Academic Records, Bursar, Director of Student Financial Assistance, Department Chairs, Chief Information Officer, Director of Instructional Technology Center, and Director of Admissions.

e. Moderators should review a message before approving and should only approve messages from their respective areas. Moderators will contact another moderator to approve a message if needed.

f. Members who post to the list must alert an appropriate moderator for review of the waiting post.

3. Information@listserv.utm.edu

a. The list is for sending informational communications to UT Martin faculty and staff concerning events sponsored by a Student Organization or University Unit. “University Unit” means any academic, administrative, or auxiliary department or division of UT Martin or any other official entity of UT Martin, functioning through UT Martin employees acting within the scope of their UT Martin employment. “Student Organization” means a student organization registered with UT Martin in accordance with UT Martin rules. Messages should be of interest to the entire campus community. Additionally, University Relations will use this list to release obituary notices. University Relations will be the only University Unit to release obituaries, except that student obituaries will be released by Student Affairs.

b. All UT Martin active, full-time faculty and staff with an email account are required to participate in this email list; students and retirees may also participate if they desire. Information of interest to students will continue to be posted on the myUTMartin portal. Members cannot remove themselves from this list; optional members should contact the list operator for removal from the list.

c. This list is operated by the Chancellor’s designee who will be responsible for adding/removing names from the list.

d. The list is moderated, and any message sent to the list must be approved by a moderator for appropriate subject matter content (without regard to viewpoint) consistent with section 3(a). Current moderators are Amy Belew, Phil Cavalier, Petra McPhearson, Andy Lewter, Bud Grimes, Kurt McGuffin, Michael O’Neill, Alisha Melton, Jamie Mantooth, Yancy Freeman, Mark McCloud, Jeanna Curtis-Swafford, and Olivia Fernandez

e. Moderators will be the list operator, members of the Chancellor’s Staff, Chancellor’s Direct Reports, Director Public Safety, and the Helpdesk.

f. Moderators should review a message before approving and should only approve messages from their respective areas. Moderators will contact another moderator to approve a message if needed.

g. Members who post to the list must alert an appropriate moderator for review of the waiting post.

h. University Relations will release ALL Obituary notices. A member must submit a request form.

4. General Usage Guidelines for All Email Lists.

a. UTM prohibits any message that is obscene; is defamatory; consists of fighting words; communicates an objectively serious expression of intent to commit an act of unlawful violence to a particular individual or group; or is directed to inciting or producing imminent lawless action and is likely to incite or produce such action. Messages should be consistent with the general principles of ethical and responsible conduct described in HR0580 – Code of Conduct and the Standards of Conduct in the UT Martin Student Handbook.

b. An email from a member other than a University Unit does not represent university endorsement of the information communicated.

c. Each email list will have a list operator who is responsible for adding or removing names from the email list. List operators and/or moderators may delete or deny approval of any message that is in violation of these guidelines, without regard to the viewpoint or content of the message. List operators and moderators may consult with the appropriate vice chancellor, who may consult with the Office of General Counsel, in determining whether a message should be denied or removed.

d. UT Martin reserves the right to disable the “reply all” function on all emails lists. Moderators are permitted to reject replies to a message, provided that all replies are rejected. Accordingly, it is encouraged that all messages include a contact person for questions related to the message.

e. Violations of these guidelines by students or student organizations are a violation of the UT Martin Student Handbook and will be subject to the UT Martin disciplinary process. Violations by other non-student UT Martin-affiliated persons will be addressed by the appropriate vice chancellor area consistent with university policy and procedure. Violations by retirees will be addressed by the vice chancellor for the Division of Finance and Administration.

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Article ID: 155586
Created
Wed 11/15/23 10:10 AM
Modified
Mon 3/25/24 3:46 PM