Broadcast E-Mail Request Policy
Broadcast E-Mail Request Policy
The City College broadcast system is a boon to the College, enabling us to share information efficiently and widely. This policy tries to navigate between the entirely laudable impetus to send out all of the information that any member of the College community wishes to share, and the feeling on the part of many that they are being deluged by information that they do not want.
Please note that this policy applies only to college-wide or inter-office/school or division communications, and not to the ordinary communications that offices, schools and divisions, and departments send to their colleagues, employees, and students through their own lists.
All E-mail broadcasts are processed by the Offices of Communications and Marketing or by the Office of Information Technology.
The offices that report directly to the president should address their requests to email@example.com for approval. All other offices should address their requests to IT at firstname.lastname@example.org.
The "FROM" line in the email heading – should carry the name of the office of the relevant dean or vice president, ie:
Requests must include a subject line that clearly indicates the content of the broadcast – such as "Invitation to Rudin Lecture by Walter Cronkite on September 7" or "Human Resources Offers Weightwatchers@Work" – so that recipients know exactly what the broadcast is about.
Requests must include the specific body text that is to be broadcast, including:
DATE: [indicate the date to be mailed by*]
TO: [indicate the target audience]
FROM: [Issuing Office]
Content must be organized, clear, concise and checked for grammar, spelling, and functioning web links (if such are part of the mailing text) * mailing date can be affected by broadcast queue schedules - such as 'urgent' message priority.
All requests must be approved by the vice president, dean, associate dean or assistant vice president in charge of the requesting office. These principals may designate a single proxy in their stead, with the understanding that this approval by the proxy carries the full imprimatur of his/her principal.
Approval indicates that the exact text and timing as requested are approved, without expectation that copy will be edited. The appropriate vice president or dean will forward the approved request to the VP of Communications or IT.
With few exceptions, the system is meant for text broadcasts; it is not set up to handle attachments in any format, and at this time neither IT nor the Office of Communications has the resources to design flyers or e-vites, except on an occasional basis, and for events that are being publicized beyond the College. Please do not send flyers in pdf, publisher, jpg or html format, without the approval of the Office of Communications.
In order to reduce the load on the College email system, only emergency broadcasts are made between 9:00 am and 4:00 PM. Most broadcasts are scheduled overnight.
Broadcast requests should be made at least three workdays in advance of requested mailing date; exceptions are made for emergencies and unavoidable last-minute changes. Last minute requests must be approved by the vice president for communications. We are limited with nightly time slots for mailings and must carefully schedule them with consideration to priority (i.e. type of announcement), request date, and event/deadline date.
Many offices ask that broadcasts be resent. If the broadcast concerns compliance with required protocols, procedures and policies of the College, it may be repeated.
If the request concerns an invitation to an event or meeting, it may be sent out once as an invitation, and, with approval from the appropriate dean or vice president, once as a reminder. Please note that all events that are designed for a college-wide or cross-discipline audience should be listed on the events calendar on the website, and will get an extra push in the weekly THIS WEEK AT CCNY compendium of events sent out by the Office of Communications, as long as the event has been entered on the Calendar of Events on the College website. (Please note that the compendium that goes out to students differs from the one that goes to faculty and staff.)
The general recipients' lists on the broadcast system are broad and for the most part cross-disciplinary and/or include the entire college. They include:
All faculty and staff
All faculty (includes adjuncts)
All full-time faculty
All graduate students
All undergraduate students
All new freshmen
All freshmen (students with 1-30 credits)
All sophomores (students with 31-60 credits)
All juniors (students with 61 – 90 credits)
All seniors (students with 91 or more credits)
All SEEK students
All CWE students
Please indicate the list that you wish used. If you require a more specific list (ie: all humanities and arts majors) you may request that such a list be pulled from SIMS. If you would like you mailing to go to persons outside City College, please attach an Excel spreadsheet of email addresses and names for that mailing.