Internal E-communications PolicyProcedures for Sending E-mail to Students, Faculty and StaffTo ensure that e-mail remains an effective means of communication, the university must be strategic in its use of broadcast e-mail messages. Using e-mail impersonally and indiscriminately will harm the credibility of the entire university and make audiences less likely to welcome university e-mails that could be of interest to them. This page is meant to inform you of policies regarding the use of Right Now, the university's official tool for sending e-mails to students, faculty and staff.
E-mail Request Process
To request that an e-mail be sent to a group or subgroup of students, faculty and staff, send the following information to firstname.lastname@example.org:
- The e-mail text and any images you'd like to include (HTML and text-only versions should be provided whenever possible).
- The name of the person, department, or group to be listed as the e-mail's sender
- The e-mail address to be used as the reply-to address (If you do not want replies to the e-mail be sure to indicate "No Replies.")
- The e-mail address to receive the replies (This can be different from the reply-to address).
- The subject line
- A list of preferred recipients (Note: If the audience for a message is a custom group (ex. Fall 2010 graduate students), please allow 48 to 72 hours to generate the contact list).
- The date of distribution
- The names of persons who should receive the message proof (Please specify if all proofers must approve the message).
- The e-mail signature of the contact person should include: name, title, department, e-mail address and office phone number.
Once the information is received, the E-comm team will send the message to the three authorized approvers - Richard Bonnin for staff, Stephen Soutullo for faculty and Dr. Richard Walker for students - if the message follows the general guidelines listed below.
The following guidelines are intended to ensure that messages are consistent, and serve a university appropriate purpose.
- With the exception of communications authorized by the Office of the President, no attachments are allowed.
- No communications or solicitations from outside vendors will be permitted.
- E-Comm will not approve requests for survey research or research subjects, etc.
- Surveys of students, faculty and staff will be evaluated on a case-by-case basis.
- Keep in mind the difference between local and global information. An event of interest to NSM may not be of similar interest to CLASS or the College of Architecture, while a presentation by a Nobel Prize winner will have much more widespread interest. When selecting your preferred audience, think carefully about who would truly benefit from receiving the notice. Be prepared to make a case if there is some question about appropriateness.
- If something is not approved for e-mail distribution, Diane Murphy in the Office of Student Affairs has offered to post a flyer created by the department/college/etc. in high traffic areas and on the Student Affairs webpage.
- Keep The Daily Cougar and UH Today in mind as possible alternative communication vehicles.