Policy on Broadcast Emails

Types of Employee Emails:

A. If the message to all employees is routine in nature and will not have a critical impact on the performance of an employee’s work at the institution (such as an event announcement, retirement announcement, individual office or program announcement, etc.), then:

The information needs to be posted in the weekly faculty/staff newsletter, EagleEye, or forwarded to the Office of Media and Public Relations for inclusion in the newsletter. EagleEye is a UMW community-published newsletter that allows messages to be posted anytime by any faculty or staff member in the “What’s New @ UMW or the “Announcements” category at http://eagleeye.umw.edu. EagleEye is emailed to all faculty and staff by 5 p.m. each Thursday, but can be accessed anytime.

B. If the message to all employees is of an official nature that speaks on behalf of the entire institution and/or will have a critical impact on the performance of an employee’s work at the institution (such as an announcement from the Human Resources Office, etc.) then:

The message needs to be reviewed and approved in advance by the Executive Staff member or his/her designee who oversees the office generating the message. The message is then sent by the Executive Staff member to the Office of University Relations for distribution via a broadcast email to all employees.

C. If the message is to be sent to one particular group of employees exclusively (such as teaching faculty only, or admin faculty only, or Stafford campus faculty only, or classified employees only) then:

The message needs to be reviewed and approved in advance by the Executive Staff member who oversees the office generating the message. Each Executive Staff member will have the option of sending the message to this particular employee group herself or himself without needing to involve any other vice president or the Office of University Relations.

D. If the subject is urgent in nature (such as a snow closing, weather advisory, police announcement, technology announcement, etc.) then:

The message should be sent (accompanied by a voice-to-voice phone conversation) to the Office of University Relations for distribution via a broadcast email to all employees and for possible posting on the “Campus Advisories” site on the UMW Homepage. If time allows, the message should be reviewed in advance and approved by the Executive Staff member who oversees the office generating the message.

 

Types of Student Emails:

A. If the message to all students is routine in nature and will not have a critical impact on either a student’s performance or status at the institution (such as an event announcement, club meeting announcement, or individual office or program announcement, etc.), then:

The information needs to be submitted to the Office of Student Activities and Engagement at sae@umw.edu for inclusion in the weekly Student Activities newsletter.

B. If the message to all students is of an official nature that speaks on behalf of the entire institution and/or will have a critical impact on either a student’s performance or status at the institution (such as an announcement from the Registrar’s Office, commencement information, President’s Office communiqué, etc.) then:

The message needs to be sent to the appropriate Executive Staff member’s office for review and distribution (e.g., for academic issues, send to the appropriate vice president for academic affairs; and for other student life issues, send to the Office of the Vice President for Student Affairs). The Office of University Relations will serve as an alternate distribution point for information to all students, on an ‘as needed’ basis.

C. If the subject is urgent in nature (such as a snow closing, weather advisory, police announcement, technology announcement, etc.) then:

The message should be sent (accompanied by a voice-to-voice phone conversation) to the Office of University Relations for distribution via a broadcast email to all students and for possible posting on the “Campus Advisories” site on the UMW Homepage. If time allows, the message should be reviewed in advance and approved by the vice president who oversees the office generating the message.