University Email Communications

Policy

University Email Communications- Policy.pdf

This policy establishes email as the official method of communication for Minnesota State University, Mankato. Email is used to conduct university business and share information essential to academic, administrative, operational, and safety functions.

Official Communications Delivery

Minnesota State University, Mankato delivers official university communications to @mnsu.edu email addresses from official university accounts. Students, faculty, and staff are responsible for checking their university email regularly.

Definitions (for purposes of this policy)

• Official University Communication: Official communication is any message sent by or on behalf of the university that conveys essential information requiring awareness, action, or compliance, and where failure to receive or act on the message may result in consequence or missed obligation.
• Mass Email: Any message distributed to a large audience beyond the sender’s regular operational scope, generally for informational, promotional, or institutional purposes. Examples include all-campus announcements, divisional updates sent outside the unit, or outreach to broad groups of students not directly affiliated with the sender’s program or area.
• Not considered mass emails: Messages sent within a department, office, or class as part of regular operations (e.g., course announcements, team or committee updates, automated messages from approved university systems such as D2L Brightspace, Workday, or StarAlert, or approved communications sent through established tools such as Navigate 360).
• Regular Operational Scope: The departments, programs, or individuals a sender routinely communicates with as part of their official role and day-to-day responsibilities.

Mass Email and Authorization

Because mass emails represent the university at an institutional level, authorization is required before distribution. Approval must be obtained through the appropriate administrative process as outlined in the University Email Communications Procedures.
All university email communications must align with the university’s mission, brand standards and comply with all applicable laws, policies, and procedures, including the University Digital Accessibility Policy.

Campus-Related Emergencies

Messages relating to a campus-related emergency must follow the university’s Emergency Notification Policy and Procedures.

Applicability

This policy applies to any person or entity sending email communications through Minnesota State University, Mankato systems or on behalf of the university. Nothing in this policy shall be interpreted to expand, diminish, or alter academic freedom, collective bargaining agreements, or other applicable Minnesota State Board or university policies.

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Rationale

University email systems must be used in ways that support timely, secure, and compliant communication. The use of university email systems is governed by the Minnesota Government Data Practices Act (MGDPA), the Federal Education Rights and Privacy Act (FERPA), and Minnesota State Policy 5.22: Acceptable Use of Computers and Information Technology Resources.

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History of Revisions

• Effective Date of Last Review: August 1, 2026
• Date of Last Review: September 2025
• Revisions Made:
  
  • 2025: Modernized the policy language and clarified expectations for official university email communications. Expanded definitions, clarified delivery to @mnsu.edu accounts, and aligned requirements with brand, accessibility, and legal standards. Updated custodianship from the Vice President for Technology (IT Solutions) to the Vice President for Administrative Services to reflect current organizational responsibilities.
• References:
  
  • Microsoft Copilot (2025). Used to assist in updating language and refining definitions during policy revision process.

 

Procedure

University Email Communications- Procedure.pdf

Authorization Process

• Authorization is required before distributing any message to audiences beyond a sender’s regular operational scope.
• Anyone wishing to send a mass email must obtain authorization from their respective Vice President or designee before distribution.
• Vice Presidents and the Provost are encouraged to coordinate with University Marketing and Communications and IT Solutions to ensure consistency, accessibility, and awareness of other planned communications.

What Approvers Consider When Reviewing a Mass Email

To support consistent decision-making and help senders prepare effective requests, the following criteria outline what Vice Presidents, or their designees will consider when reviewing a proposed mass email. Senders should use these same criteria as a guide before submitting a request.

1. Purpose and Alignment — The message supports university’s mission, operations, compliance, or an official initiative.
2. Audience Appropriateness — The recipients are clearly defined and have a legitimate need for the information.
3. Timeliness and Necessity — The message is time-sensitive, essential, or critical to university functioning or community awareness.
4. Compliance and Accessibility — The content follows the University Digital Accessibility Policy, privacy standards, and applicable legal requirements.
5. Brand and Messaging Standards — The email reflects the university’s brand identity and messaging framework, maintaining a clear, consistent, and professional tone aligned with the university’s Brand Style Guide and Editorial Style Guide.
6. Coordination and Awareness — Vice Presidents are encouraged to coordinate with University Marketing and Communications and IT Solutions to ensure awareness of other planned communications to the same audience.

Senders should submit draft content to the appropriate Vice President or designee for review and authorization, allowing adequate time for feedback and coordination, especially for messages involving cross-divisional or campus-wide audiences. Each submission should include the proposed audience, requested send date, whether the message is a one-time or recurring communication, and any relevant context or background that may assist the approver during review.

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History of Revisions

• Effective Date of Last Review: August 1, 2026
• Date of Last Review: September 2025
• Revisions Made:
  
  • 2025: Modernized the policy language and clarified expectations for official university email communications. Expanded definitions, clarified delivery to @mnsu.edu accounts, and aligned requirements with brand, accessibility, and legal standards. Updated custodianship from the Vice President for Technology (IT Solutions) to the Vice President for Administrative Services to reflect current organizational responsibilities.
• References:
  
  • Microsoft Copilot (2025). Used to assist in updating language and refining definitions during policy revision process.

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Rationale