Broadcast Message System (BMS) Procedures

Broadcast Message System (BMS) Procedures
Category: Information Management
1.
LEGISLATION/ENTERPRISE AGREEMENT/POLICY SUPPORTED
Brand Communications Policy
2.
PROCEDURAL DETAILS
The Broadcast Message System (BMS) enables the sending of messages (emails) to all Curtin staff
or to specific groups of Curtin staff.
2.1
Sending broadcast messages through the BMS
2.1.1
2.1.2
2.1.3
2.1.4
2.1.5
2.1.6
2.2
G50-746-92
A sender may draft a broadcast message consistent with these procedures and email
it to one or more of the addresses listed in Schedule 1.
The sender will receive an automated response advising that their broadcast message
has been received and is being held for moderation.
The moderator will review each broadcast message request for compliance with these
procedures.
If a broadcast message is rejected by the moderator, the sender will be advised of this
by email and given a reason for the decision.
Broadcast messages are sent out each working day at about 4 pm. Urgent broadcast
messages may be sent earlier, upon approval of the Director Public and Community
Relations or, in their absence, the approval of the Managing Editor Corporate
Publications.
The sender is responsible for archiving their broadcast messages in accordance with
the Recordkeeping Policy.
Content of broadcast messages
2.2.1
Broadcast messages will:
(a)
relate to the business of the University;
(b)
provide information to staff and not contain personal messages, opinion or
commentary;
(c)
be accurate;
(d)
include information that is relevant to the intended recipients;
(e)
not be greater than 2 MB in size, including attachments; and
(f)
ensure key information in the attachments is included in the body of the email
2.2.2
Broadcast messages will not include:
(a)
comment or debate on issues
(b)
promotion of personal affiliations (e.g. appeals by candidates for electoral
support in University elections, or items for sale)
(c)
commercial content, unless approved by the Vice-President Corporate Services
(d)
messages promoting charity fundraisers, except the following which have been
approved by the Vice-President Corporate Relations and Development and
which must show Curtin affiliation:

World’s Greatest Shave

Princess Margaret Hospital for Children

Mother’s Day raffle for Parkerville Children’s Home

Daffodil Days for Cancer Council

John Curtin Weekend

Camp Quality

Christmas tree gifts for children from Parkerville Children’s Home

Australian Red Cross blood drive
(e)
any content that breaches legislation, Curtin policies or procedures, or the Code
of Conduct.
1
3.
2.3
Before submission to an email address listed in Schedule 1, messages that relate to the
employment conditions of staff will be referred to the Director, People and Culture for
approval.
2.4
Only Curtin-approved surveys may be promoted through the BMS. Staff should consult with
Strategy and Planning to obtain approval for any proposed surveys.
2.5
No message will be resent and no reminder messages will be sent, unless there is a
significant change or update to the content.
RESPONSIBILITIES
Responsibilities are those as set out in section 2.
4.
SCOPE OF PROCEDURES
These procedures apply to all senders of broadcast messages through the BMS.
5.
DEFINITIONS
(Note: Commonly defined terms are located in the Policy Preferred Definitions. Any defined terms below are
specific to this document).
Broadcast message system (BMS)
An email system that enables messages to be sent to all Curtin staff or groups of Curtin staff with an
email address administered through Curtin Information Technology Services (CITS).
Moderator
The Curtin staff member who reviews messages sent to the BMS for compliance with these
procedures.
Sender
A Curtin staff member who composes the message for forwarding to groups of Curtin staff and sends
it to the BMS, or the Curtin Student Guild, which may send the following to the BMS:
 one message per year to Curtin academic staff advising of the Guild’s Excellence in Teaching
Awards;
 one message per year to Curtin academic staff advising results of Excellence in Teaching
Awards;
 one ‘Guild benefits for staff’ message per semester; and
 one fundraising message, if applicable to Curtin staff, per semester.
6.
SCHEDULES
Schedule 1: Specified Broadcast Message System Lists
7.
RELATED DOCUMENTS/LINKS/FORMS
Recordkeeping Policy
Code of Conduct
Policy Manager
Vice President, Corporate Relations and Development
Director, Public and Community Relations
Contact
Tel: 9266 7711
Fax: 9266 2266
G50-746-92
Approval Authority
Vice President, Corporate Relations and Development
Review Date
1st September 2015
2
REVISION HISTORY
Revision
/ Ref. No.
New
Approved/
Amended/
Rescinded
Date
Committee / Board /
Executive Manager
Approved
Resolution
Document Reference
26/09/2012
Vice President,
Corporate Relations and
Development
EM1228
Conditional upon PMC
rescinding the current policy and
procedures at its 25th
September 2012 meeting,
effective 9 October 2012
Amended
31/10/2013
Vice President,
Corporate Relations and
Development
EM1321
Change to 2.2.1(e) and
Schedule 1
Administratively
Updated
20/04/2015
Director, Legal and
Compliance Services
G50-746-92
Director, Human Resources
changed to Director, People and
Culture
3
Schedule 1: Specified Broadcast Message System Lists
All Curtin staff:
allstaff@curtin.edu.au
All HR-classified General Staff
generalstaff@curtin.edu.au
All HR-classified Academics
academics@curtin.edu.au
All Curtin staff located in the metro area (Bentley; Shenton; GSB):
curtinmetro@curtin.edu.au
All staff located at Bentley
bentley@curtin.edu.au
All staff located at Shenton Park
shentonpark@curtin.edu.au
All staff located at Graduate School of Business
gsb@curtin.edu.au
All staff located at Kalgoorlie
kalgoorlie@curtin.edu.au
G50-746-92
4