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Section Email Policy

The Association is able to send out email ‘blasts’ to all of the members of a section, but can also target subgroups of the members of a section (i.e. those with particular zip codes). To make this process efficient and effective, the Association follows the following policy. The MAA reserves the right to amend this policy at its discretion. In case of amendments, users will be informed appropriately.

Email Submission Policy

  • All emails should be reasonably edited prior to submission; the Association is not responsible for editing section email.
  • Section Secretaries must approve all email blasts sent by the Association to that section’s membership or subset thereof. This includes email blasts from within and outside the section. Section Secretaries are strongly encouraged to combine several messages into a single e-newsletter.
  • Requests should come from the section Secretary, Chair, or Newsletter Editor. Any other requests sent directly to headquarters will be forwarded to the appropriate Section Secretary for approval, delaying its delivery to the final audience.
  • We do our best to get drafts of your emails ready within one to two business days, but occasionally it can can take up to two weeks. To avoid delays, especially in the early Spring, please send your requests in advance. We can always schedule them to go out at a later date.
  • Sections are limited to two emails per month. On rare occasions, a third email blast may be approved.

Best Practices for MAA Emails

  • Write well-structured emails and use short, descriptive subjects. Do not write emails in capitals.
  • Keep sentences short and to the point.
  • Do not use Internet abbreviations and characters such as smileys.
  • The signature for all Section emails should include the section secretary’s contact information or the designate contact for the specific message.
  • Only attach Word documents and PDFs to your messagee if needed. Do not include any attachments that haven’t been previously scanned for viruses or other threats.
  • Do not include libelous, defamatory, offensive, racist or obscene remarks.
  • Review the content of the email message so that no confidences are broken, and appropriate permissions for content have been obtained.
  • The MAA’s email system is meant for communicating section related business only; MAA does not allow use of email for personal use or endorsements

Questions about Sections? | email Julia Dills at programs@maa.org

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