eCommunications Policy

Original Effective Date

March 1, 2024

Approved By

Philip P. DiStefano, Chancellor

Policy Owner

Co-Owner Vice Chancellor and Chief Communications Officer, Strategic Relations and Communcations

Co-Owner Vice Chancellor and Chief Information Officer, Office of Information Technology

I. Purpose

This eCommunications Policy (“Policy”) defines the governance roles and responsibilities of organizational units to enable the ϳԹ (“university”) to exercise proactive technology, method, and process controls for electronic communications (“eCommunications”), including the data and audiences associated with eCommunications. Electronic communications services include but are not limited to: email, text messaging, and authenticated web environments.

The university provides eCommunications services to campus community members to support the university’s work of teaching, scholarly research, and public service. eCommunications are coordinated by programs, departments, colleges, schools, and other organizational units to provide relevant and timely information to the appropriate audiences.

This Policy and its accompanying procedures (“Procedures”) apply to all ϳԹ organizational units that create and distribute eCommunications related to the university’s work, including for teaching, research, university administration, university advancement, or any other university business.

II. Definitions

  1. Audience:the data query identifying individuals who comprise an eCommunication’s recipients, groups that receive communications related to a university business need or affiliation.
  2. Authenticated web environment:a website that requires a username and password to verify the identity of the user and to personalize the content that is provided, e.g., Buff Portal.
  3. 䴡-ʴ:Controlling the Assault of Non-Solicited Pornography and Marketing, a federal law that provides relief from unwanted spam email messages. Non-compliance with CAN-SPAM may constitute “unfair or deceptive acts or practices” that may result in criminal and civil penalties for the violating sender. More information about CAN-SPAM is available here:.  
  4. Communications authority:the authority to communicate on behalf of the university.
  5. Designated authorities:technology users or communications professionals who have privileges to access constituent audiences
  6. Constituent audience:a group of individuals who share common characteristics defined by their organizational functions -- e.g., members of a class, department, college, or school.
  7. eCommunications:messages sent by organizational units facilitated through technology: primarily email, text messaging, and authenticated web environments.
  8. Electronic communications services:digital platforms facilitating communications through email, event registration, and other one-to-many or personalized mass communications.
  9. Organizational function:specific responsibilities or processes tasked to an organizational unit.
  10. Organizational unit:A subset of University operations. An organizational unit may be a college?, center?,department or any other distinct operational entity with the following characteristics: 1) organizational permanency; 2) programmatic autonomy; and 3) an annual operating budget that is fiscally independent.
  11. Preferences:options presented to audience members allowing them to indicate their choices in communications experiences, at a minimum including subscribe and unsubscribe indicators, and often including options such as frequency, modality, and interests.
  12. Promotional communication:communications that do not include university business information that must be acted on in a timely manner. Communication that contains the promotion of a product or service, event, or general information.
  13. Text messaging:the act of composing and sending short electronic messages between two or more users of mobile devices, tablets, desktops, and/or laptops. Encompasses both MMS (multimedia) and SMS (short) protocols. In the Policy and procedural context, this focuses on text messaging facilitated by a software platform, sending one message from an organizational unit to many recipients. This includes registration window reminders, emergency alert notifications, application deadline messages, etc. Does not include business communications from faculty or academic advisors to individuals in their rosters, i.e., notifications of class cancelation, critical deadlines, office hour changes, etc.
  14. Transactional communication:communications related to business information that must be acted upon in a timely manner or facilitates, completes, or confirms a commercial transaction. Can consist of information pertaining to the delivery of a good or service, information directly related to an employer or educator relationship, and legally mandated notices.

III. Policy Statement

The university provides approved eCommunications platforms and electronic communications services to organizational units to protect the operational integrity and value of university communications, as well as university data and the availability and security of campus networks. Accordingly, per this Policy:

  1. Communications authority ultimately rests with the Chancellor and the Chancellor’s designated authorities.
  2. Organizational units engaging in eCommunications must either:
    1. use approved eCommunications services
    2. receive an exception from using an approved eCommunications service.
  3. Organizational units must follow this Policy and accompanying Procedures to support standard eCommunications operations for organizational functions and reduce the number of eCommunications sent to campus community members regarding business outside of their organizational unit.
  4. The university does not grant access to eCommunications resources (approved platforms, email addresses, mobile numbers, or data) to third parties, including for commercial use or research. As outlined in the accompanying Procedures, limited exceptions may be granted for university business use.

IV. Procedures

  1. Designated Authority
    “Designated authorities” refers to technology users or communications professionals who have privileges to access constituent audiences, facilitating communications related to organizational functions and reducing the number of communications outside of organizational units.
    1. Communications authority ultimately rests with the Chancellor and the Chancellor’s designated authorities.
    2. These procedures do not apply to one-to-one communications for the purpose of university business.
    3. Communications with select audiences may require coordination with, or execution by, specific designated authorities due to special legal or procedural conditions (e.g., FERPA-protected data points). These audiences, when referred to as a whole, and their designated authorities, include but are not limited to the following:
      1. Athletic recruits: Department of Intercollegiate Athletics
      2. Prospective students, their parents/guardians, and the pre-collegiate counseling team: Enrollment Management
      3. Admitted and confirmed students: Division of Student Affairs; Enrollment Management
      4. The enrolled student body: Student Affairs; Office of the Registrar; Strategic Relations and Communications
      5. The campus faculty, or campus staff: Office of the Provost; Faculty Affairs; Human Resources; Strategic Relations and Communications
      6. Emergency communications: Strategic Relations and Communications; Integrity, Safety, and Compliance
      7. Audiences defined by protected classes: Office of the Registrar; Strategic Relations and Communications; Office of Institutional Equity and Compliance
      8. Alumni and Donors: Office of Advancement
    4. Access to student, faculty, or staff’s personally identifiable biographic-demographic data for communications purposes is not granted to third parties, including for commercial use or research.
      1. Exceptions to the approved technology platforms may be made for university business or to meet federal or state legal requirements in accordance with the exception process articulated in section B.3.

  2. Technology and Digital Communcation Channels
    ​Organizational units engaging in eCommunications on the Boulder campus must eitheruse approved technology platforms and digital communications channels as outlined in this section, orreceive exceptions from the requirement per the process outlined in this section.

    1. Approved technology platforms are:
      1. Canvas, Coursera, and other learning management systems and their integrated platforms, provided in partnership with the Office of Information Technology
      2. Oracle CommGen and StarRez (supporting student services)
      3. Slate CRM prospective student communications platforms (supporting Admissions, Graduate School, and Continuing Education)
      4. Salesforce CRM Buff Advising
      5. eComm service (Salesforce, Marketing Cloud, and Cvent) provided by the University of Colorado University Information Systems (UIS), Strategic Relations and Communications, and ϳԹ Advancement
      6. Salesforce CRM Boulder campus electronic communications support provided by the Office of Information Technology and Strategic Relations and Communications
      7. Google Groups, Grouper, Exchange Distribution Lists, and other mailing list services provided by the Office of Information Technology
      8. RAVE and Alertus services for ϳԹ Alerts, provided by Integrity, Safety and Compliance and Strategic Relations and Communications
      9. Vendini and Paciolan for event ticketing and ticket management, provided by CU Presents, Athletics, and the Colorado Shakespeare Festival
      10. Cision PR for news releases and news management, provided by Strategic Relations and Communications
      11. Qualtrics survey management for ϳԹ, provided by the Office of Information Technology
      12. Medicat, Maxi