Vice President for Communications and Marketing
Associate Vice President for Marketing
Office of the VP for Engagement
Director, Informational & Emerging Technologies
Indiana University Communications
This policy applies to all university units and to individuals, including all faculty and staff, engaging in constituent communications on behalf of any university unit or using university information technology resources. This policy is intended to govern communications that pertain to university engagement activities, and does not apply to individual academic communications among faculty and students or to operational communications.
CAN-SPAM: The federal Controlling the Assault of Non-Solicited Pornography and Marketing Act, which, among other things, establishes national standards governing the transmission of commercial email.
Constituent: Anyone with whom the university has a relationship and who has a stake in its success, including but not limited to prospective students, current students, faculty, staff, alumni, parents, donors and friends, community members, business leaders, grantors, government officials, and the media.
Data Steward: An individual or entity that has approved management responsibility for the production, development, maintenance, use, and security of particular institutional data.
“Do Not Call” Statutes: State and federal laws that allow individuals to block most telemarketing calls, “robo-calls” and, in some cases, text messages made to cell and land lines. Requirements vary from state to state.
Engagement Communication: A communication which engages the constituent in a manner that further develops the relationship the constituent has with the university.
FERPA: The federal Family Education Rights and Privacy Act, which, among other things, governs the conditions under which student records may be disclosed among university officials and to third parties.
HIPAA: The federal Health Insurance Portability and Accountability Act, which, among other things, governs how certain health information must be protected when it is stored, accessed, and shared. It provides specific privacy and security provisions that include physical, technical and administrative safeguards.
Official Communication: A communication to a constituent that is essential and/or mandatory and primarily intended to provide information to the constituent. Examples are a message announcing the results of a Trustee election or a message discussing what the university is doing to address a time-sensitive issue.
Operational Communication: A communication to a university employee or broad group(s) of university employees that is meant to convey information about conducting university operational business processes. Examples are: a message announcing upcoming budget construction or year-end financial activity, a message informing users of system tips and upgrade information, etc.
University: For purposes of this policy, all campuses, schools, departments, programs, centers, and all other entities that are affiliated with or formally associated with the university and engaged in official university constituent communications.
Violations of university policies, including the failure to avoid a prohibited activity or obtain required approvals, will be addressed in accordance with the university policies and procedures applicable to the individual and the circumstances (i.e., Human Resources for staff, campus Academic Affairs for faculty, campus Student Affairs for students, the Office of the Vice President and General Counsel, and/or appropriate law enforcement agencies).
Failure to comply with university policies may result in sanctions relating to the individual's use of information technology resources (such as suspension or termination of access, or removal of online material); to the individual's employment (up to and including termination of employment in accordance with applicable university policy); the individual's studies within the university (such as student discipline in accordance with applicable university policy); civil or criminal liability; or any combination of these.
Units in violation of this policy may face restrictions on the use of institutional data or university systems.