BROADCAST EMAIL MESSAGES

The District regulation (EGAEA-R) pertaining to e-mail messages has been revised to address the issue of broadcast e-mail messages (i.e., those sent to a large number of persons). Last school year there were a number of messages sent to all users which generated complaints and which, after 'due consideration, Cabinet felt were not appropriate. These included messages aimed at selling personal goods (something which was not allowed even under prior policy), noncommercial messages regarding finding a roommate or a home for a pet and even some comments on social issues (things that were arguably not covered). Some of the messages were for undeniably worthy causes (fundraising for charitable causes such as 'Race for the Cure). However, there is real concern that the e-mail system may become so clogged with information not related to our mission that our efficiency will be impaired. Therefore, Cabinet felt stricter guidelines were necessary.

Reproduced below is the new section for the e-mail regulation. It will be posted on the District website shortly. Essentially it says that if a broadcast message -- defined as one which is sent to more than five people -- is "directly related to the senders assigned work" then no prior approval is necessary. If not, then prior approval must be granted. Who decides whether to approve a message not directly related to the employees job? If the message will go only to those within a single site or building then the decision is made by the principal/ site manager. If distribution is to more than one site/building then Debbie Lynch will make the call.

We will be asking principals/site managers to exercise caution in granting requests, so that the intent of the new regulation will be honored. You may note that the examples illustrating the types of broadcast messages which may be allowed are, for the most part, related in some way to the District, the school or APS employees in their roles as APS employees, rather as private citizens.

NEW LANGUAGE TO BE ADDED TO DISTRICT REGULATION EGAEA-R.

Broadcast e-mail messages

As noted, the Districts electronic mail system is to be used by employees primarily for the business purposes of the District. An excess of e-mail messages which did not relate directly to an employees work would diminish productivity by detracting employee attention from work tasks and could unduly burden system capacity. For these reasons, 'broadcast e-mail messages sent by District employees are prohibited except as outlined below. (A 'broadcast e-mail message is one which is sent by the originator of the message to more than five persons.)

1. Broadcast e-mails messages which are directly related to the senders assigned work for the District may be sent without advance approval. Examples of such messages would include the following:

a. Messages from District administration relating to school district business

b. Notices regarding classes sponsored or offered by the District (e.g., adult ed courses; staff development courses)

c. Messages relating to the Aurora Education Foundation (AEF), including messages on behalf of those who provide (via monetary contribution or otherwise) a substantial direct benefit to the AEF or the district

d. Messages relating to employee safety

e. Messages relating to the functioning of District computer systems (SASI, GroupWise etc.)

f. Notices regarding school activities in which APS students will participate as APS students (rather than as private citizens) and which are open to the public such as a school play or orchestra performance

2. Broadcast e-mails messages which are not directly related to the senders assigned work for the District may not be sent without advance approval. Advance approval may be obtained as follows:

a. In a building or at an individual site -- if the broadcast e-mail message will be sent only to those within the senders site or building, it must be approved in advance by principal! site manager or their designee.

b. Outside a building -- If a broadcast e-mail message is to be distributed beyond a single building or site, it must be approved in advance by the Director of Communication Services.

c. Decision making -- In making decisions about whether to allow broadcast e-mail messages not directly related to the employees work for the District job tasks, the overall criteria to be used are whether the message (or a number of similar messages which might follow if the one at issue were to be approved) would unduly take employees attention from their work, would tend to impair the usefulness of the Districts e-mail system, or would otherwise cause a disruption to or decrease the efficiency of the Districts operations or that of any of its employees. The decision maker shall not be required to allow any broadcast messages which do not relate directly to the senders work for the District.

i. Examples of broadcast e-mail messages which would generally not be approved:

(1) advertising goods for sale

(2) other messages relating to commercial enterprises

(3) attempts to raise money for a charitable or other cause supported by an individual employee

(4) attempts to find roommates

(5) attempts to find a home for a pet

(6) messages relating to elections, views on social issues, politics etc.

ii. Examples of broadcast e-mail messages which may, depending on the specific circumstances, be approved:

(1) messages related to a school or district event which has been approved by school or district administration such as announcements about a bllod drive sponsored by school

(2) activities of general interest to District employees and which are District-related, such as a retirement party for a current District employee

(3) attempts to locate equipment for school use (e.g., finding a desk or a bulletin board for a classroom) or other messages which would benefit a school

(4) attempts to assist or recognize a District studnt or family such as finding a home for exchange students who will enroll in an APS school, raising money for an employee who is suffering from an illness or for a memorial fund honoring a student or employee

(5) issues relating to utilizing the email system efficiently, such as where two system users have a similar last name and wish to issue a cution about taking care to use the correct name

(6) non-political messages from District PTA Council