Marshall University Mass Voice Mail Distribution Policy

 

Purpose

The purpose of this policy is to provide guidance on the proper use and procedures for sending mass voice mail messages.

 

Scope

This policy applies to all faculty, staff, and students including other departments/organizations not directly related to Marshall University that purchase telephone service from the Telecommunications Department.

 

Definitions

Broadcast voice mail message - a message that is delivered to every voice mail (AUDIX) mailbox on the Huntington and/or South Charleston campuses. This includes the remote sites known as the Medical Education Building, Marshall University Research Corporation, Rahall Transportation Institute and the Robert C. Byrd Institute. The message meets the following criteria:

1.      Major outage, repair or upgrade of computing systems or network (voice/data/video).

2.      Major outage, repair or upgrade of major University support systems (e.g., utilities, buildings, infrastructure, or administrative support services).

3.      University delays or closings.

4.      Emergency situations that relate to the health, safety and welfare of the campus community or surrounding areas

5.      Other information determined important by the President, Vice Presidents, or University Communications.

 

Voice Mail general announcement – a message that is delivered to audix users that have opted in to receive general announcements. The list is maintained by the Telecommunications Office.

 

Voice Mail general announcement (other) – Example - a message that is delivered by the Faculty Senate Office. The list is maintained by the Faculty Senate Office and will not be addressed by this Policy.

 

Policy

 

This policy will follow the Emergency Call Down Procedure to insure reception by all constituents.

 

Request Procedure

1.      The user will record and send a voice mail message to extension 3374.

2.      The user will then call University Communications to notify/verify that the message was delivered

3.      The University Communications designate will listen to the message to determine which category the message falls under using the definitions listed above.

4.      The user and the University Communications designate will then define which method of distribution will be used (see definitions above).

5.      The University Communications designate will then contact the Telecommunications Office to schedule the appropriate delivery of the message.  At this time the appropriate preamble to the message will be added to aid the recipient in quickly determining its applicability.  The preamble will include, at a minimum, text similar to the following:

 

“This is an (emergency/important/general) announcement from (unit name) to (all users/name of group i.e. broadcast or general announcement) concerning (subject i.e., in the case of a broadcast message place the message in the context of the 5 broadcast categories above or, in the case of a general announcement select a short description of the content)”