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Mass mailings via the IT department

The basic principle is that information that concerns large groups of employees should primarily be distributed via function managers at the schools. Mass mailings can easily be considered "spam" and content that is not relevant. Mass mailings also mean that time must be set aside for each individual mailing at both the office for Communication and Business Liaison (CBL) as well as IT. They must therefore be worth the work effort made, including the perceived value of the mailing to the recipients.

The President, Deputy President, Dean, Vice-Dean, University Director and human resources manager always have the right to do this type of mass mailing. The same applies to the crisis management group in the event of more serious incidents.

For a mass mailings to be considered,

  • it must have content that is relevant to the whole recipient group, ie everyone must know about it, be expected to react or benefit from it
  • it must be done by an organizational sender within KTH
  • it may only refer to KTH's operations
  • it may only refer to events of a rare nature
  • it must be KTH-wide/KTH-common, ie not applicable to individual school/department/project/course activities.

Mailings to fewer than 500 recipients are not handled by the IT department, but such mailings may be made via the personal e-mail client.

These mass mailings go out as plain text, i.e. they cannot contain formatting, colours or the like. They also cannot have attachments.

Applying

If you have a request for a mass mailing, it should be sent to it-support@kth.se no later than ten working days before the desired dispatch date. 

During the month of July and the period between Christmas and Epiphany, “trettondagen”, holiday, no applications are processed. Neither are any mailings sent out then that have not been agreed and approved well in advance.

Mass mailings are not an express channel, which is why they cannot be executed at short notice (with the exception of crisis situations).

In the inquiry, the following questions must be answered:

  • What is the purpose of the mailing?
  • Who is the recipient group?
  • Why is the mailing important for that particular recipient group?
  • What is the planned content? Attach a draft. The content must be concise and in the language(s) to be used in the mailing. Preferably use the template found further down in this document.
  • Who should be the sender? It must be an organizational unit within KTH or a top management function.
  • Who should be the contact person for any questions? Name and e-mail address must be stated, preferably also telephone number.
  • Which sender address should be used? If nothing is specifically stated, the sender address will be noreply@kth.se. If another address is to be used, it must be an active e-mail address.
  • Will there be a link in the mailing that goes to an address outside KTH? In that case, a stopover page must be created within KTH from which there can be a link to external information. Which address or addresses will such links go to?
  • Does the mailing refer to any kind of event? In that case, the date, time, venue, registration procedure and latest registration date must be stated.

Recipient addresses

The sender provides lists of recipients.

In cases where the mailings are to go to all employees and/or all students, IT provides special lists. However, these are based on a qualified guess based on designations of groups in KTH's user database. No guarantee of quality on these lists can be provided, nor can they be adjusted. These lists should be avoided in favor of more specific lists.