IT Policies and Regulations for Lingnan University

	Acceptable Use of University Computing Facilities
	General Rules
	Campus Network Access Policy
	Electronic Notice Board Policy
	Hostel Network (HOSTNET) Policy
	HARNET Acceptable Use Policy
	Guidelines For Access to Internet Through JUCC's HARNET
	INTERNET Services Acceptable Use Policy
	University Email Policy
	Bulk Mail Guideline
	Virus Protection

/ General Guidelines for Sending Bulk Email \\

\\ Top /

Bulk email refers to the sending of identical email messages to groups of individuals via mailing list addresses; email alias groups (including both the official groups managed by ITSC and self-maintained departmental email alias groups/nicknames); or any other means during a very short period of time.

Please DO NOT assume that bulk email is a guaranteed channel for dispatching important messages. There will be circumstances that the message may not be delivered correctly due to mis-configurations made by the recipients. For example, some recipients may have forwarded their messages to incorrect email addresses. Bulk email may sometimes result in the partial delivery of messages if there are problems in delivering the message to an email address belonging to a mailing list, however delivery to other email addresses on the mailing list will not be affected.

The following guidelines applying to bulk email sending are intended to prevent degrading of email services during working hours:

A bulk message should be brief - keep it well under 80 lines. It should only be used for important messages relevant to all members on the recipient list.
Avoid sending attachments through bulk email as some recipients may not have the necessary plug-in applications to view the attached files. Attachments also take up more disk space and degrade server performance. A pointer to a web site (URL) or a bulletin board message is preferred. If it is necessary to send out attachments, the total size of each email should be under 90Kbytes. For example, a message with around 80 lines of text, plus a file attachment of 70Kbytes, will generally not exceed this limit.
DO NOT use using bulk email for commercial advertisements.
In order not to jeopardize the normal email traffic during the day, all bulk email messages sent out during the day to pre-defined email aliases (see table below) will be queued up and resent by ITSC starting from 2 a.m. the next day. Avoid sending all other bulk email messages during the office hours.
Queued messages may not be delivered on a first-in-first-out order. The actual delivery order depends on the relative number of recipients and the relative size of the queued messages.
Queued messages and their queuing status can be viewed online at
http://checkbulkq.ln.edu.hk
If a staff member needs to request immediate delivery of urgent/emergency messages or remove any of the queued messages, please contact the ITSC General Office at x8411.

Only departmental/group accounts and authorized individuals are eligible to use and send emails to pre-defined mailing lists (see Table). An up-to-date email alias groups list is available at http://bulkmailalias.ln.edu.hk

Table - A Summary of Pre-defined Email Aliases

Bulk Mailing List (Aliases)	Coverage
lnstaff	All Lingnan University Staff
presidential-group	Presidential Group
ft-academic	All Full-time Lingnan University Academic Staff
ft-nonacademic	All Full-time Lingnan University Non-academic Staff
academic-heads	All Academic Heads
admin-heads	All Administrative Heads
research-heads	Research Centre Heads
pt-academic	All Part-time Lingnan University Academic Staff
pt-nonacademic	All Part-time Lingnan University Non-academic Staff
lnstudents	All Lingnan University Students
ugcstudents	All UGC-funded Programme Students
adstudents	All Associate Degree Programme Students
ad1	All Associate Degree Year One Students
ad2	All Associate Degree Year Two Students
adp-ml	External Parties Interested in the AD Programme
sfstudents	All Self-financed Programme Students