Sending of mass emails

Emails for which addresses from the central ETH contact database are used and that are sent to more than 500 employees require approval. Corporate Communications (CC) is responsible for the approval of mass emails to employees. It decides whether an email may be sent to the envisaged mailing list and advises on alternatives (more targeted mailing list, more suitable channels). Emails to students fall within the scope of responsibility of the Rectorate.

Emails to all ETH employees should only be sent in exceptional cases. The internal communication channels are available for information that the senders assume to be of interest to all ETH employees, in particular Internal news and its newsletter, and the homepage of the Staffnet employee portal.

However, it may be necessary under certain circumstances to send an email to all ETH employees. At least one of the following criteria must be fulfilled for this:

• The email contains information about which it is essential that all ETH employees are informed and that is crucial for their activity at ETH (e.g. extraordinary building closures, amendment to the Personnel Ordinance, warning about phishing emails).
• The email is sent by the ETH Executive Board or a member of the Executive Board.
• It relates to a survey that has been approved by the Executive Board or a member of the Executive Board.

Please contact your topic manager for the assessment and approval of the dispatch of mass emails.