Communicating to—and for—our community.
University Marketing and Communications knows that some of the most important messages we send are destined for internal audiences—the faculty, staff and students who make up the Case Western Reserve University community. Our internal communications team works to reach these groups through The Daily, as well as independent email messages and newsletters.
The Daily is Case Western Reserve’s weekday, digital source for news. Share your announcements, including events, notices and story ideas, using our online submission form. Submissions must be received at least three to five business days before they appear, and The Daily team reserves the right to reject submissions or edit for length, content or clarity. Submitting parties are responsible for the accuracy of their content.
At Case Western Reserve University, we understand the importance of sharing information across departments and schools. In fact, we encourage it.
We also acknowledge that email is an efficient, cost-effective way to do so.
But we also understand the value of individuals’ time—and of their privacy.
Contacting members of the campus community without their consent can not only take up their valuable time; it also can be viewed as an unwelcome and unwarranted intrusion into their personal space.
As such, the university has created the following guidelines for the distribution of mass email messages to the campus community.
What constitutes a mass email?
Mass emails at Case Western Reserve University are defined as emails to the following lists:
- All campus
- All faculty
- All students
- All staff
- Security list (includes all campus, as well as some additional groups)
Who can send a mass email?
A representative from University Marketing and Communications must physically send mass emails to the above lists (except the security list, to which Police and Security Services also can send); however, the official sender (denoted in the “from” field of the email) may be a variety of administrators or offices on campus.
- Examples of appropriate senders include the president, provost, Human Resources, Office of General Counsel, Information Technology Services, Facilities, etc.
- The email should come from the top-level administrator or executive in the area from which the email originates or it should come from “the office.”
The Office of Institutional Research may directly send survey links via email if The Daily is not an appropriate vehicle for such surveys.
What types of messages are appropriate for mass distribution?
Emails to one of the above lists must be rare to ensure that critical messages are read. We do not want them to be so common that recipients immediately delete them or set up a filter to block specific email addresses from contacting them.
The following are acceptable categories of mass emails:
- Emergency or crisis (usually sent via the Rave notification system)
- Danger to the campus community
- Major disruption of critical or widespread services
- Unexpected closing or delayed opening of university (weather)
- Legal announcement
- Messages the university is required by law to share with the university community. Often these can be communicated through The Daily, but a separate email sometimes is required.
- Presidential/provost emails
- Major messages coming directly from the president or provost.
The messages must:
- Be critical and time-sensitive;
- Address an issue of campus safety or health;
- Be in line with the university’s mission; and/or
- Address an issue that applies to all or the vast majority of the listserv’s members.
The use of university directories or work-dedicated systems, including email, to solicit or distribute information for non-sanctioned university events is prohibited, according to the Division of Student Affairs policy.
How can we reach our intended audiences without sending a mass email?
If your message doesn’t fall into one of these categories, but you still want to communicate to a large audience, you can:
- Submit your item to The Daily for consideration as either a feature story or a notice.
- Submit your event to the university calendar.
- Post fliers around campus.
- Leverage social media and word of mouth. Email firstname.lastname@example.org to submit your announcement for consideration on the university’s official accounts.
- Send a tip to the student newspaper, The Observer.
- Contact schools or departments; they may be willing to distribute relevant emails to their internal email lists.
How can we reach more limited audiences?
In most cases, your audience probably isn’t the entire campus community. Instead, a targeted message will be a more appropriate—and more effective—way to communicate.
Schools and departments often have their own internal mailing lists. Contact the school or department administrator to see if they will distribute your message.
Individuals can create mailing lists that include the contact information of people who have given their consent to be included on a list. Lists must give individuals the option to opt-out of these communications by unsubscribing to the mailing list.
The university strongly discourages the creation of email lists made up of individuals who are included without their consent. Creating such lists violates the CAN-SPAM Act of 2003. If you do create such a list, you are required to immediately honor an individual’s request to be removed.
Large lists—those reaching 1,000 people or more—can be created through List Manager, but first must be approved by University Marketing and Communications and Information Technology Services.
Though University Marketing and Communications does not need to review such messages, it is encouraged to ensure messages are error free and in line with the university’s mission. University Marketing and Communications is not responsible for distribution of messages to user-created lists.
Failure to comply could result in violation of the university’s Acceptable Use Policy.
Contact Emily Mayock, assistant vice president of online and internal communications, at email@example.com with questions.