Everything submitted to the Weekly Message Digest is considered for inclusion on the Digital Signs. Preference is provided for events that are general in nature, target a significant portion of the DGSOM audience (including faculty, staff and students), occur within business hours, and are in the general vicinity of the Center for Health Sciences.

There are a few categories of items that are not selected for inclusion on the signs. These include the CME courses that require registration fees and research study recruitment because the target audience is limited.

Please email drc-support@ctrl.ucla.edu if you feel an email sent to all-everyone@mednet.ucla.edu  is violating this policy. 

I. PURPOSE

This policy is intended to set forth the guidelines and principles regarding unsolicited electronic communications (email) disseminated via the All-Everyone mandatory list compiled and maintained by the UCLA Health System and the UCLA David Geffen School of Medicine (DGSOM). The goals of this policy are to ensure that: (1) the DGSOM and UCLA Health System use electronic communications resources for purposes appropriate to the mission of the institution, (2) electronic communications resources are used in compliance with Laws and University policies, and (3) electronic communications resources are used in a fashion that is respectful of the burden that mass electronic messaging places on people and resources. This policy also describes the process for requesting and approving exceptions to the policy

II. DEFINITIONS

For the purposes of this policy statement, the following definitions shall apply:

Mass electronic messaging: any unsolicited electronic communication that is sent to 250 or more users. Mass electronic messaging is an unsolicited communication.

Mandatory list: a list maintained by DGSOM to distribute information specific to its members. A person becomes a member of a mandatory list by becoming a member of the specific campus unit. Campus units include, but are not limited to, classes, departments, colleges and schools. The All-Everyone mandatory list includes faculty, staff, fellows, residents and contractors for DGSOM and is addressable via lleveryone@mednet.ucla.edu .

DGSOM Digest: a weekly summary of DGSOM community submitted announcements and events disseminated every Tuesday through alleveryone@mednet.ucla.edu and accessible online at http://digest.healthsciences.ucla.edu. Submissions are reviewed for appropriate use and content.

III. BACKGROUND

DGSOM encourages the use of its electronic communications in support of the mission of DGSOM and timely dissemination of important, critical, or necessary information to faculty, staff, and students. DGSOM also recognizes that the volume of important, critical, or necessary information related to the operation and activities of the enterprise can overwhelm electronic communications channels-email. The DGSOM Digest was implemented in 2006 as a mechanism for collecting and disseminating important information in a weekly digest format that reduces the number on individual email messages.

IV. STATEMENT

The Weekly Message Digest is the primary mechanism for faculty, staff, residents, fellows and contractors to disseminate important information to the All-Everyone mandatory list.

All mass electronic messaging to the All-Everyone Mandatory list will adhere to the following allowable uses:

1. Allowable uses
   1. Use of mass electronic messaging is restricted to communications from the University that comply with UCLA Email Policy and Guidelines and that represent official University business.
   2. Mass electronic messages shall not be sent except in the following circumstances:
      1. Messages concerning emergency, health, safety and welfare issues.
      2. Messages pertaining to matters of DGSOM and University Policy.
      3. Established aggregated news (i.e., Weekly Message Digest).
      4. High Impact Announcements
   3. Mass electronic messages require the approval of a Senior Associate Deans, a Vice Dean, the Executive Dean, or the Dean.
   4. All mass message exceptions made by one of the Senior Deans must include in the body of the message the identity of the person requesting dissemination and the name of the sponsoring authority.

V. REFERENCES

1. Academic Information Technology Meetings 2006
2. Office of the President: University of California Electronic Communications Policy, 11/17/00 (http://www.ucop.edu/ucophome/policies/ec/ );

Digital Signage Policies and Procedures

1. Content Policies
   • Signage postings will be selected only after the event or announcement is posted and approved on the Weekly Message Digest.
   • Content must adhere to the Appropriate Use Policy
   • Actual on-screen placement, graphic-selection, start/end dates, and frequency decisions are at the discretion of the Office of the Dean.
     1. The posting title and posting summary will be edited to fit within the format of the Digital Signage.
   • Accuracy of the content submitted to the WMD is the responsibility of the individual posting.
   • Postings submited to alleveryone@mednet.ucla.edu will not be conisdered for posting on the Digital Signs.
2. Selection Criteria
   Events and announcements that meet the content policies will be reviewed and selected based on the following criteria.
   • Relevance
     1. Appropriate postings to the Digital Sign Boards are those that concern information of general interest relating to the professional and scientific activities of the educational, research, clinical, and administrative staff at DGSOM. These include announcements of events (seminars, meetings, etc.), staff or organizational changes, statements of department or University policy, etc.
   • Target Audience
     1. Higher priority will be given to events or announcements targeting a general audience.
   • Location
     1. Signage posting selection is limited to within the proximity of the Center for Health Sciences.
     2. Consideration may be given for events or announcements that fall outside of this designated area at the discretion of the Office of the Dean.
   • Time
     1. Priority will be given to events or announcements that fall within standard office working hours.
     2. Consideration may be given for events or announcements that fall outside of this designated time frame at the discretion of the Office of the Dean.
   • Equitable
     1. The overall content of the Digital Signage is to provide a balanced representation of the DGSOM's core values of education, research, and patient care.
     2. Consideration may be given for a lower priority event or announcement if the core value it highlights is underrepresented on the board.
3. Time Frame
   • "Upcoming Events" are primarily selected from a period that extends no further than 2-3 weeks from the most current Tuesday digest. Save-the-date postings aligning with the mission of the DGSOM are granted exception to this policy.
     1. At the discretion of the Office of the Dean, selected "Upcoming Events" will be transferred to "In the Spotlight."
   • "In the Spotlight" postings are selected from a period that extends no further than 9 days.
   • The Office of the Dean may, at its discretion, post events or announcements outside of the above referenced time frames.

This policy statement will be revised and updated as necessary for clarification.