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UC IRVINE ADMINISTRATIVE POLICIES & PROCEDURES


COMMUNICATIONS
Electronic Communications
Sec. 800-20: ZotMail Guidelines

Responsible Office: Administrative Policies & Records
Revised:
May 2012
 


References/ Resources Contact: ZotMail Communications Coordinator at (949) 824-4900 or zotmail@uci.edu
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 School of Medicine employees located at UCI Medical Center, to UCI Medical Center employees, and, in emergency or important business 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. Official University and campus business memos, publications, announcements, and newsletters are sent to employees via the ZotMail system.


B. Recipients

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 all employee lists used by the Chancellor, Executive Vice Chancellor, Chief Executive Officer-UCI Medical Center, and all Deans. By using their UCInet ID and password, employees may delete themselves from lists other than those used by the Chancellor, Executive Vice Chancellor, and their own coordinating point.

Students, student assistants, teaching assistants, and UNEX instructors are only included on specific lists in the system. These lists are only available for use by the Chancellor, Executive Vice Chancellor and Provost, Vice Chancellor-Administrative and Business Services, and Vice Chancellor-Student Affairs.


C. Oversight

Guidelines for appropriate use of the system are established by the ZotMail Advisory Committee which includes a representative from the offices of the Chancellor, Executive Vice Chancellor and Provost, Vice Chancellor - Administrative and Business Services, Vice Chancellor - Student Affairs, Strategic Communications, Administrative Policies and Records, and the Office of Information Technology.

Administrative Policies & Records is responsible for the day-to-day operation of the ZotMail system. Assistance is provided by the ZotMail Communications Coordinator at (949) 824-4900 or zotmail@uci.edu.


D. Emergency ZotMail

As part of the emergency communication plan, the Chancellor, Executive Vice Chancellor, and Vice Chancellor-Administrative & Business Services have the ability to use the ZotMail system to reach the entire UCI community including all campus employees, all Medical Center employees, all UC Irvine Extension instructors, and all registered students.


E. ZotMail Lists

ZotMail lists are used by administrators to send messages and may include all employees or only groups of selected employees based on their payroll title code or job responsibilities. In addition, topical lists are used by 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. UCI also has another, separate maillist system managed by the Office of Information Technology.


F. Sending ZotMail
G. ZotMail Assistance

The ZotMail Communications Coordinator in Administrative Policies & Records provides training and support to individuals authorized to send ZotMail from coordinating point offices.

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



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