Purpose:

To establish a clear approval process for all campus-wide email communications, ensuring consistency, appropriate messaging, and proper authorization before distribution to the entire campus community.

Scope:

This policy applies to all faculty, staff, and student organizations wishing to send email communications to the entire campus population.

Policy Statement:

All campus-wide email communications must follow the approval process outlined below before being sent to ensure appropriate content, timing, and branding consistency.

Approval Process:

1. Initial Request

The individual or department wishing to send a campus-wide email must first draft the message and prepare all relevant details including:

• Subject line
• Email content
• Any attachments or links
• Proposed send date and time
• Target audience (if campus-wide or specific groups)

2. Cabinet Member Approval

The requestor must obtain written approval from the Cabinet member they report to. This ensures:

• The message aligns with institutional priorities
• The content is appropriate for campus-wide distribution
• The timing is suitable
• There is no duplication of communications

3. Communications Department Review and Distribution

Once Cabinet approval is received, the approved request and email content should be forwarded to the Communications Department. Communications will:

• Review the message for branding consistency
• Check grammar, formatting, and clarity
• Ensure compliance with accessibility standards
• Schedule and distribute the email to the appropriate audience
• Maintain a record of all campus-wide communications

Timeline:

Requests should be submitted at least 3-5 business days in advance of the desired send date to allow adequate time for review and approval.

Exceptions:

Emergency communications related to campus safety or critical operational issues may be expedited through direct contact with the appropriate Cabinet member and Communications Department.

Contact:

For questions regarding this policy, please contact the Communications Department.