All UCL e-mail protocol
Introduction
Email is used as one of the primary forms of communication within UCL. One of the benefits
of email is that it enables broadcast messaging allowing individuals to contact groups of
recipients with a single message, enabling the communication of consistent information.
The misuse of all staff / student emails can lead to important information being ignored or
deleted without being processed and puts an unnecessary strain on the critical messaging
infrastructure.
There are instances when all staff / student e-mail is the most appropriate form of
communication and should be used. To help manage the frequency, and content of the all
staff e-mail channel and maximise the effectiveness of UCL-wide communication, a specific
process has been created. This process is detailed below.
All UCL e-mail process
The ability to issue messages to all staff is strictly controlled via the UCL e-mail system and a
specific template has been produced to provide further consistency of communication.
Only authorised requests formally submitted via the alluclmail@ucl.ac.uk email address will
be reviewed for publication. The Internal Communications Manager in conjunction with the
Head of Communications / Director of Communications will decide whether the message is
appropriate and will arrange for the message to be issued.
Designated senders
In addition to the managed all staff e-mail process detailed above, a number of designated
individuals are authorised senders of all UCL staff e-mails. These include:
 The Provost: provost@ucl.ac.uk

Vice-Provost (Academic and International): m.worton@ucl.ac.uk

Vice-Provost (Enterprise): s.caddick@ucl.ac.uk

Vice-Provost (Research): d.price@ucl.ac.uk

Vice Provost (Operations): rex.knight@ucl.ac.uk

Director of Estates and Facilities: a.grainger@ucl.ac.uk

Director of Human Resources: n.waugh@ucl.ac.uk

Director of Information Services Division: mike.cope@ucl.ac.uk

Director of Finance: alison.woodhams@ucl.ac.uk

Director of Communications: m.sudbury@ucl.ac.uk

Head of Communications: c.bowerman@ucl.ac.uk

Internal Communications Manager: peter.hart@ucl.ac.uk

Other specified authorised senders with a specific need to issue urgent information (see
Appendix 1)
Any message intended for distribution to all UCL staff / students will be reviewed and
approved by at least one of the authorised senders along with the Internal Communications
Manager (and Head of Communications / Director of Communications). They also have the
responsibility for making the final decision as to whether to send the message or whether
there is a more suitable internal communications channel available.
They will do this by ensuring that the message satisfies ALL of the following criteria. It must:
 Be a business critical message

Be relevant to the majority of UCL staff / students

Have no attached files. Additional information or context to the all ucl e-mail
message should be published on the UCL website and a link should be made
available in the e-mail text

Not be a duplicate of a message previously sent to all staff / students

Be authorised by the appropriate Vice Provost or Director

Be issued from the all UCL e-mail template (see Appendix 2)

Be issued from the senders UCL e-mail address or alluclmail@ucl.ac.uk
The authorised sender will also ensure that the message conforms to the following formatting
and style guidelines. The message will:
 Contain clear contact information for replies and responses

Have a clear and concise title/subject heading

Will follow the UCL house style and be written in plain English, (avoiding jargon or
overly formal language)
Appropriate content for all UCL e-mails
Content for all staff e-mails should include ‘business critical’ information of a ‘urgent need to
know now’ nature. Examples could include:

Urgent Estates information

Urgent IT information

Urgent HR information

Urgent internal information that affects UCL

Urgent external information that affects UCL
Decision making
Any message intended for distribution to all UCL staff / students will be reviewed and
approved by at least one of the authorised senders along with the Internal Communications
Manager (and Head of Communications / Director of Communications). They also have the
responsibility for making the final decision as to whether to send the message or whether
there is a more suitable internal communications channel available.
Requesting an all UCL e-mail
All requests for an all UCL e-mail should be sent to the alluclmail@ucl.ac.uk e-mail inbox.
Further information and other internal communication channels
For further information about the use of the all ucl e-mail channel please contact Pete Hart,
Internal Communications Manager.
Other channels for ‘need to know’ and and ‘nice to know’ information are detailed below.
Staff
The Week@UCL: weekly e-newsletter to all UCL staff – contact
internalcommunications@ucl.ac.uk
School of Life and Medical Sciences Bulletin: weekly e-bulletin from Sir John Tooke, ViceProvost (Health), Head of UCL School of Life & Medical Sciences and UCL Medical School
to all SLMS staff – contact f.adople@ucl.ac.uk
Research staff e-mail list research-staff@ucl.ac.uk: used to contact research staff on an ad
hoc basis – contact hr-systems-support@ucl.ac.uk
Head of Departments / Departmental Administrators – via a dedicated e-mail address list uclheads-cc@ucl.ac.uk
Students
Undergraduate student e-mail list all-undergraduates@ucl.ac.uk: used to contact
undergraduate students on an ad hoc basis – contact postmaster@ucl.ac.uk
Postgraduate student e-mail list all-postgraduates@ucl.ac.uk: used to contact postgraduate
students on an ad hoc basis – contact postmaster@ucl.ac.uk
Appendix 1: All UCL e-mails: Access list
The access list is owned by the Internal Communications Manager in conjunction with the IS
Service Desk.
Generic access
alluclmail@ucl.ac.uk
provosts.office@ucl.ac.uk
provostspa@ucl.ac.uk
provostnewsletter@ucl.ac.uk
Individuals with access
Enterprise
vpenterprise@ucl.ac.uk
Academic and International
m.worton@ucl.ac.uk / michael.worton@ucl.ac.uk
Research
d.price@ucl.ac.uk
Health
j.tooke@ucl.ac.uk
Corporate Support Services
Vice-provost (Operations)
rex.knight@ucl.ac.uk
g.gregory@ucl.ac.uk
Information Services Division
mike.cope@ucl.ac.uk
g.mclachlan@ucl.ac.uk
cert@ucl.ac.uk
m.darmon@ucl.ac.uk
w.miller@ucl.ac.uk
helpdesk@ucl.ac.uk
Estates
simon.cooke@ucl.ac.uk
fire.officer@ucl.ac.uk
a.grainger@ucl.ac.uk
j.m.porter@ucl.ac.uk
g.prudence@ucl.ac.uk
p.stirk@ucl.ac.uk
d.m.smith@ucl.ac.uk
s.wisbey@ucl.ac.uk
Finance
alison.woodhams@ucl.ac.uk
liz.mooney@ucl.ac.uk
Library Services
p.ayris@ucl.ac.uk
v.matthews@ucl.ac.uk
d.mercer@ucl.ac.uk
m.moyle@ucl.ac.uk
a.pow@ucl.ac.uk
m.j.reid@ucl.ac.uk
g.beattie@ucl.ac.uk
k.cheney@ucl.ac.uk
ucylbet@ucl.ac.uk
l.pitman@ssees.ucl.ac.uk
james.woodhouse@ucl.ac.uk
noel.forrester@ucl.ac.uk
robert.lamb@ucl.ac.uk
Human Resources
n.waugh@ucl.ac.uk
Communications
m.sudbury@ucl.ac.uk
c.bowerman@ucl.ac.uk
peter.hart@ucl.ac.uk
d.fourniol@ucl.ac.uk
l.carim@ucl.ac.uk
neil.rodger@ucl.ac.uk
Appendix 2: All UCL e-mail template