Email Announcements

The following are guidelines for the use of campus email to distribute general email announcements sent to faculty, staff, and students (Revised August 2013). These guidelines are in support of and directly related to the existing Policy on Use of Computing and Communications Technology, Executive Memorandum 07-01. 

Purpose

The purpose of daily "Campus Announcements" is to provide the campus community with a reliable and timely way to send and receive information about university programs, activities, and business. "Campus Announcements" allows the University to send a single email notice that contains relevant campus information and so reduce the number of individual email messages sent over the campus email system.

The purpose of "Student Announcements" is to provide student organizations, faculty, and staff a way to broadcast campus events and opportunities to students.

The purpose of separate emails sent to all faculty and staff from the "Announce" email account is to broadcast to the campus community information authorized by Public Affairs and Publications or deemed critical and urgent university business. Given the nature of messages that need to be sent individually, separate emails sent to all faculty and staff from the "Announce" email account may not be held to the same word limit and content restrictions as Campus Announcements and Student Announcements. See "Criteria" below.

Reducing unwanted email is a challenge on our campus. Campus Announcements is the official mechanism for delivering messages to all faculty and staff. Please do not create large email lists by selecting groups or individuals in the campus global email directory. And please do not send e-invitations to large numbers of campus email ddresses. When you have an urgent message to get out separate from Campus Announcements, please call ext. 4143.

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Accommodations Statements

Equal opportunity cannot be achieved unless individuals with disabilities are aware that accommodations are available on campus. It is recommended that accommodation statements be included in all event and workshop announcements.

Sample statements:

  • All participants are welcome. If you need disability related accommodations please call [insert telephone number of the sponsor].
  • Persons with disabilities who anticipate needing special accommodations or who have questions about physical access may call [telephone number of the sponsor] in advance of the program (or film, event, etc.).

For more information and additional statements, contact the Accessibility Resource Center or click here.

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Quick Guide

Campus and Student Announcements should include the same basic information and be sent in the body of an email (no attachments, and no special formatting). Please include a subject line, the message, and contact information. The message should be 200 words or less, so consider linking to more information on the web.

Also, please note Public Affairs and Publications will not alter content without the contributor's consent except for grammar and punctuation errors. When questions of clarity, accuracy, or appropriateness of the message arise, Public Affairs and Publications staff will hold the announcement while they contact the contributor for clarification. Contributors may post only one notice per week per event, and they must re-submit the notice each week they would like it to be posted.

Here are two sample submissions:

Event-style

To:

announce@csuchico.edu (for Campus Announcements) / studentannounce@csuchico.edu (for Student Announcements)

Subject:

Feast with AS Sustainability Collaborative, Nov. 17

Body:

Chico State AS Sustainability wants to invite you all to join in for the 2010 Tofurky Feast. A delicious Tofurky Thanksgiving meal will be prepared for all those who attend. Take part in some of the fun, enjoy great food and learn what you can do to make you holidays more sustainable. All meals will be prepared by volunteers from the A.S. Sustainability Collaborative.

The Tofurky Feast will be taking place on Wednesday Nov. 17 from 11 a.m. until 2 p.m. This is a FREE event and everyone is encouraged to attend. Although some cups, plates and utensils will be provided, bring your own cup, plates and utensils and get entered into the raffle! Come in and join us at Sylvester’s Creekside Café.

Contact Information:

For more information, contact AS Sustainability at 530.898.6677 or visit us in BMU 301. This event is brought to you by AS Sustainability, E-ARC and E.A.C.

All participants are welcome. If you need disability related accommodations please call AS Sustainability at 530-898-6677.

 

Information-style

To:

announce@csuchico.edu (for Campus Announcements) / studentannounce@csuchico.edu (for Student Announcements)

Subject:

Student Research Competition

Body:

25th Annual Student Research Competition, CSU, Chico, Feb. 22-23, 2011

- Undergraduate and graduate students are encouraged to participate
- Participate in a campus competition
- Build your résumé
- Great experience to prepare for graduate school
- Winners go to “all expenses paid” to statewide competition in May 2011

Application deadline February 10, 2011

Contact Information:

Sponsored by the Office of Graduate Studies
For application and submission information: http://www.csuchico.edu/graduatestudies/fellowships/csu_research_competition.shtml

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Detailed Criteria

All announcements contributed by members of the campus community will be reviewed by Public Affairs and Publications in advance of posting to ensure that the content of each announcement meets the following criteria. 

Content must:

  • comply with the acceptable use policy (EM 97-18)
  • qualify as university-related information/business, which means that an event mentioned in the notice must be sponsored by a university office, program, or officially recognized student, staff, or faculty organization (e.g., while an event sponsored by a local charity is clearly valuable, the University is not permitted to use its resources to promote that event unless it is co-sponsored by a university program)
  • have relevance to a broad base of faculty or staff or students
  • contain contributor's name and email address
  • be 200 words or fewer and include web addresses/links when possible to reduce text of the message and the impact on the campus email system
  • be sent in the body of an email (no attachments) and contain no special formatting such as bold, italics, tabbed indentations, and bullets (vertical lists using hyphens or dashes are acceptable - see the Information-style sample above)
  • adhere as necessary to News Release Guidelines and Web Page Publishing Guidelines as listed in the Publication Guide for California State University, Chico.

Content cannot contain:
- public debate or personal opinion
- political statements, political endorsements, or political fundraising
- personal items for purchase/rent or sought for purchase/rent
- advertisements, announcements, or promotions for outside organizations or non-university-related events or concerns.

Note:
Public Affairs and Publications will not alter content without the contributor's consent except for grammar and punctuation errors. When questions of clarity, accuracy, or appropriateness of the message arise, Public Affairs and Publications staff will hold the announcement while they contact the contributor for clarification.

Contributors may post only one notice per week per event, and they must re-submit the notice each week they would like it to be posted.

Public Affairs and Publications places the notices into five categories of News, Events, General Information, Staff Human Resources/Faculty Affairs and Workshops. The order of the notices within these categories is based on the time the notice is received in the Announce email account.

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Frequently Asked Questions

Where do I send my announcement?

Announcements for faculty/staff should be sent in the body of an email (no attachments) to announce@csuchico.edu. Messages for students should be emailed to studentannounce@csuchico.edu

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What is the deadline for sending announcements?

Campus Announcements must be submitted by 2 p.m. the day before they run (events for Monday must be submitted by 2 p.m. Friday). Student Announcements must be received by 11 a.m. the day they will be published (Tuesday or Thursday) in order to be included. If you wish to send your announcement more than a day ahead of time, please include the date on which you would like it published.

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When are announcements sent out?

Campus Announcements are published to the web (http://www.csuchico.edu/pa/campusannounce/) and emailed to faculty and staff at 8:30 a.m. every day the University is open, but this is not guaranteed. Student Announcements are published (http://www.csuchico.edu/pa/studentannounce/) emailed to all students after 11 a.m. on Tuesdays and Thursdays. They are usually posted and sent between 1 p.m. and 3 p.m., but this is not guaranteed.

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How long can my announcement be?

Announcements must be 200 words or less. We recommend linking to your group/department/event’s website for more information to help keep your message short. Shorter messages tend to be read more than longer messages.

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How often can my announcement run?

An announcement item can be published only once a week, so make sure to coordinate with other event/announcement organizers or sponsors so your message is submitted only once, for the day you wish it to be published.

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Does my announcement qualify?

Campus computing guidelines prohibit us from using computing resources for an announcement that has no official connection to university business. Announcements need to come from an officially recognized campus student/staff or faculty organization or department, and to describe their involvement in the event, making the campus organization the focus of the announcement.

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Under what category does my announcement fall?

Campus Announcements are divided into the following categories: Events, Information, News, Staff Human Resources/Faculty Affairs, and Workshops. Student Announcements are divided into the following categories: Clubs, Groups & Organizations; Events; Information; News; and Opportunities. You may request a category for your announcement, but for consistency reasons, Public Affairs and Publications will ultimately determine category placement. The order of the notices within these categories is based on the time the notice is received in the Announce/StudentAnnounce email account

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I still have questions. Who do I call?

If you have reviewed all of the information on this Guidelines page and still have questions, contact Public Affairs and Publications at 530-898-4143 or email announce@csuchico.edu.

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