UC IRVINE ADMINISTRATIVE POLICIES & PROCEDURES

Responsible Office: Distribution & Document Management Revised: March 2007

University of California
Electronic Mail Policy, March 23, 1998
Policies Applying to Campus Activities, Organizations, and Students, August 1994
UCI Campus Implementation, August 1996

Business and Finance Bulletin, BUS-65, Guidelines for University Mail Services

UCI Administrative Policies & Procedures

Section 714-18, Computer and Network Use Policy
Section 801, Policy on Mail Services, Shipping and Receiving

A. Introduction

ZotMail is a Web-based messaging system used to transmit authorized official business messages to selected groups of employees on the UCI campus, to College of Health Sciences employees located at UCI Medical Center, to UCI Medical Center employees, and, in emergency situations, to students. ZotMail enables specified staff in the offices of the Chancellor, Vice Chancellors, and Deans to send messages to desired groups of employees using a password-protected interface.

New academic and staff (career, limited, contract) employees are added to ZotMail employee lists when their records are activated in the payroll system as long as they have a valid email address. They are automatically included on employee lists used by the Chancellor, Executive Vice Chancellor, Chief Executive Officer-UCI Medical Center, and by their own coordinating point or Dean, depending on the reporting relationship. Students, student assistants, teaching assistants, and UNEX instructors are only included on specific lists in the system.

The ZotMail system allows employees to use their UCInet ID and password to add themselves to, or delete themselves from, topical subscription lists and lists used by administrators other than the Chancellor, Executive Vice Chancellor, and their own coordinating point or Dean. Official University and campus business memos, publications, announcements, and newsletters may be sent to employees via the ZotMail system.

Distribution and Document Management is responsible for the ZotMail system. Assistance is provided by the ZotMail Communications Coordinator at (949) 824-4900 or zotmail@uci.edu.

B. Emergency ZotMail

C. ZotMail Lists

ZotMail lists used by administrators to send messages may include all employees or only groups of selected employees based on their payroll title code or job responsibilities. In addition, topical lists exist for various campus business offices and interest groups. Employees included in the ZotMail system are able to use a Web interface to subscribe and update their list choices.

D. Sending ZotMail

1. General

Senders should respect recipients by using the most directly related mailing list to avoid unnecessary network traffic and unwanted messages.

2. When Messages May Be Sent

Messages sent by authorized senders before 5:30 p.m. are forwarded to the campus community after 6:00 p.m. the same day. Only messages sent from the Chancellor, Executive Vice Chancellor, and emergency non-optional messages may be sent during the day.

3. Announcing Campus Events and Activities

a. The Communications Office coordinates a weekly announcement of campus news, activities, and events called "uci.brief." This is the preferred vehicle for communicating announcements of activities and events. To contribute news items for publication in the uci.brief message, send the information to ucibrief@uci.edu.

b. Sending duplicate or reminder announcements about activities or events is not allowed unless the second mailing is to correct information contained in the first mailing.

c. Messages sent on behalf of registered student organizations must have approval of the Office of the Vice Chancellor, Student Affairs.

4. Content Restrictions

Electronic messages must adhere to all University policies. No materials delivered through the University mail service shall:

a. advocate an individual's or organization's political or religious position;

b. imply University or campus endorsement, support, or opposition to a political, religious, or civic issue, or any non-University products, service, organization, or activity that has not been appropriately authorized by the Chancellor or designee (a copy of the authorization shall be sent to the ZotMail Communications Coordinator in Distribution and Document Management);

c. be of a commercial nature that solicits, or would provide, personal and/or financial profit to a University employee or to a profit-making organization.

E. ZotMail Assistance

For assistance with updating individual list choices or for general ZotMail support, call (949) 824-4900 or email zotmail@uci.edu.