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Planning and Policy Committee for Information Technology
May 24, 2006
Minutes
ATTENDING: Sam Barr, Garry Bozylinsky, Reinhold Bubser, Jerry Caswell, Mike Hoy, Barb Mardis, Marty Mark, Steve Moon, Dewayne Purdy (guest), Mike Savage (for Jim Bodensteiner), Leigh Zeitz,
Meeting began at 9:00 a.m.
Minutes of April 13, 2006 reviewed. Addition of Phyllis Baker to attendee list noted.
E-Communications Policy
The topic of today’s meeting was the E-Communications Policy. This policy deals with regular electronic communication from the University of Northern Iowa to external audiences. Garry Bozylinsky introduced Dewayne Purdy, Marketing and Public Relations, to offer his knowledge and experience with this issue. Of primary concern in establishing this policy is the protection of the University’s domain and compliance with federal law. Dewayne indicated that the University, as a rule, does not buy mailing lists. He did state, however, that Admissions is the exception to this rule, in that they often target prospective students.
The bulk of today’s discussion revolved around offering a recipient the opportunity to opt-in or opt-out of further communications and deciding what the default is to be. Dewayne suggested that if ‘opt-in’ is required, that the number of recipients is typically low.
Leigh Zeitz mentioned that perhaps receiving one issue of a newsletter, for example, may not be enough. That two or three issues should be sent thereby giving the recipient multiple chances of ‘opting-in’. At that point, if they do not opt-in, they would be automatically removed from the mailing list. Dewayne indicated that this method would take further investigation.
Following the discussion a vote was taken on what the default is to be, opt-in or opt-out. Five members voted for opt-in, three for opt-out.
The membership also talked about the University E-Communications Oversight Committee. In addition to representatives from the Office of University Marketing and Public Relations and Information Technology Services it was decided that there should also be representation by PPCIT and Advancement.
Also noted was the decision made in the April meeting to title this policy Electronic Communication Policy for External Audiences.
A final sentence as added to the fourth bullet under Required Practices. It reads as follows: “Exceptions may be granted by the E-Communications Oversight Committee.”
UNI E-Newsletter Web Site. This portion of the policy was changed to read
UNI Internal E-Newsletter Web Site A web site shall be maintained by the Oversight Committee as an index of UNI
E-newsletters. It shall include:
· Guidelines and best practices
· A list of all UNI e-newsletters
Finally, the committee decided to delete the following bullet from the REQUIRED PRACTICES section:
Each e-communication shall have a link to the appropriate UNI e-newsletters site to allow recipients to unsubscribe or subscribe to other e-communications.
Meeting adjourned at 10:30 a.m.
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