Campus Broadcast is a tool for distributing important messages to large segments of the university community, such as faculty, staff, students or designated lists. The Broadcast Email policy ensures a high-quality standard in email communications, reduces the number of emails distributed across the university and coordinates email messages so they do not compete for reader attention. Broadcast emails must relate to university-level business, projects and programs. They must be reviewed and approved according to the university’s Broadcast Email policy.
Broadcast emails must be submitted to Public Relations and Marketing Communications (PRMC), the administrative unit responsible for their review, approval and distribution. All content is subject to grammatical changes.
Requests for Broadcast emails must be sent at least seven business days in advance of the preferred distribution date. Failure to comply may result in your content not being distributed. If you have cyclical content, please send in an individual request for each broadcast. The request should contain the following information:
- Preferred release date (must be at least 7 days after submission);
- Intended audience: All faculty, All staff, All students, etc. or provide an excel file with your segmented list. This excel file must include all emails in one column.
- Name and email address of the sender of the broadcast email
- Suggested subject line of the broadcast email; and
- The message in plain text or approved HTML template.
Attachments are not permitted in broadcast emails because they strain the system, could allow viruses and will cause the email to be marked as spam. Embedded links are permitted.
PRMC may edit submissions and obtain approval from the sender for significant changes before distributing the broadcast email. PRMC reserves the right not to send a broadcast email that is inappropriate or contains information that could be communicated through a different channel.
Some designated divisions, offices or units may issue broadcast emails without the approval, review or involvement of Public Relations and Marketing Communications, but their emails will be part of the overall distribution calendar so there are no conflicts or redundancies.
For broadcast emails generated at the college level, approval is required by the director of communications for the college and/or the dean.