Guidelines for Sending Out Campus Email Broadcast Messages
(mc-student, mc-faculty, mc-admin, mc-commute, mc-sr, mc-jr, mc-so, mc-fr)
1. Email broadcasts are moderated by College Relations, if your message does not follow these guidelines, it may be rejected.
- Message must contain need-to-know information, or pertain to a specific group.
- Address your message only to the groups it relates to.
- Send only messages that contain important information.
- Campus-wide announcements should be submitted to Campus Announcements, not sent as an email.
2. Message should be short and informational:
- No Attachments,
- No Clip Art,
- No boxed signature lines, text only.
Only your name, phone, email and organization/club/dept should be at the bottom.
(This message gets duplicated and stuffed into each and every Inbox.)
If your message is for an event, remember to include the:
- Event Title,
- Date and
Make sure ALL information is included, or your message may be returned, and you may run the risk of your message NOT going out at all if it has passed the date of the event.
ALL messages should be sent out 2-3 days before the event.
Below is an example of what a good message looks like and a recommended format to use:
We will be holding an informational meeting this Tuesday in Fenton Court, regarding the commencement ceremony.
All seniors that intend on participating in commencement are required to attend!
WHAT: Commencement meeting
WHEN: Tuesday, November 9, 1983 - 7:00pm
WHERE: Fenton Court
WHO: All seniors participating in commencement
WHY: Overview of the ceremony
See you there!
3. Remember, no attachments please. These take up a large amount of space; this also applies to logos/symbols, etc.
The only exceptions are if the message is sent from the President/VP/Provost Office.
4. Remember – no clip art. No cut and paste pictures etc – just Plain Text
5. No messages with Philosophy statements at the bottom OR Signature Lines/Quotes/Words of Wisdom - about your belief systems. All messages with signature lines/quotes/philosophy statements will be rejected.
What is Required when Sending a Message?
A. Messages must have information that is important for everyone to know, or that pertain to only specific groups. Messages that do not meet these requirements should be posted to Campus Announcements, and not sent as an email.
B. Messages sent to the broadcast system must come from a valid Marietta College email address – messages sent from a Hotmail, Yahoo, etc accounts will be rejected.
C. If you are sending information about a student activity or an event that only pertains to one group – Students, Faculty, or Administration – make sure you address your message only to the group that the event directly involves. (Example: Student elections would only be sent to: mc-student, faculty meeting would only be sent to: mc-faculty, commencement information would only be sent to: mc-sr)
D. Messages must contain the sponsoring organization, club, and/or dept or it will be rejected.
E. Messages must contain the name of the individual sending the information and a phone number and/or email address for contact.
What the Bounce Program Cannot be Used For:A. It is not Lost and Found, call CPS X4611 or the main office in the building where the item was lost – if sent it will be refused. You can also post to Lost and Found under the Classified Ads section of Campus Announcements.
B. It is not for Birth, Death or Illness Announcements; the only exceptions are if the message is sent from the President, VP, Provost Office – if sent it will be refused.
C. It is not for selling items, unless it is a College campus club or organizational fund raiser – if sent it will be refused. These types of messages should be posted to Campus Announcements, under the Classified Ads section.
D. It is not to promote petitions, political views, or students campaigning; this should be handled through posters or other means – if sent it will be refused.
E. It is not for use to report students missing classes for other activities.
As a courtesy students should contact the professors directly to report being out of town etc. – if sent it will be refused.
F. The language used should be non-offensive, “nicknames” for buildings will not be used, and only the official name of areas or buildings will be accepted. Example: The official name for the student activity area is: “The Gathering Place” any other nicknames will be refused.
G. Messages will be sent only once. IF the message is sent earlier in the month or the week before the event, 1 reminder may be sent the day before the event.
H. No embellishments. Describe the event/activity/dance as simply and shortly as possible.
I. Messages intended to be sent to the individuals sending the message – will be refused.
Do not respond to mc-student/mc-faculty, mc-admin for those messages will be discarded and not forwarded on.
Make sure you respond to the email listed in the message.
THIS IS NOT A DISCUSSION BOARD.
J. It is not for use when it affects only a few individuals. These messages are best handled by sending the message to those affected directly.
K. It cannot be used by students to gather information for homework assignments, projects, capstones or for surveys.