Mike,
Shouldn't your procedure avoid giving different signals depending on whether the addressee is a student or not? If you return letters if the person is unknown but not if they are not, correspondents (e.g. debt collection agencies) might be able to recognise a pattern. Perhaps your statement should say that that if you are unable to deliver such correspondence within a (specified?) period it will be destroyed and your procedure should be to ensure that happens! It could have occasional unfortunate results, but you wouldn't make a disclosure by implication!
Paul
-----Original Message-----
From: Lloyd M J B (ISELS)
To: [log in to unmask]
Sent: 12/7/01 12:04 PM
Subject: policy for dealing with unsolicited correspondence
We have recently had an instance where we received an email asking us to
pass it on to a student, if at this institution. This we did, but the
student was most concerned that no information as to their whereabouts
should go to the sender, and asked that we state that they were not
here!
Hence we started to devise a policy to deal with all type of unsolicited
correspondence. See our first draft.
> "University policy when in receit of unsolicited correspondence
> addressed to a possible student here.
>
> The University policy is to neither confirm or deny that the
person
> is a student of the institution. The intended recipient will checked
> against our database, in the case of letters and email. Letters and
email
> will be forwarded to a known address and it will be up to the
recipient
> whether he or she replies. Telephone messages will be taken down
together
> with any identifying details of the recipient for later checking in
our
> database. The message will be forwarded as above or deleted if that
person
> is not at this institution."
>
However, when we receive a letter and the addressee is not here we
return
that to the sender.
Does anyone else have a policy to deal with unsolicited correspondence?
Mike Lloyd
Assistant Head (ISELS)
ISELS
University of Glamorgan
Llantwit Road
Treforest
Pontypridd CF37 1DL
tel: 01443 482417
fax: 01443 482424
email: [log in to unmask]
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