Broadcast Email Guidelines
1. Only messages that directly relate to university business will be allowed.
2. All broadcast email must be approved by appropriate offices before it can be sent.
In general, broadcast emails to all faculty, students, and staff are centralized through the Office of University Communications. The Office of University Communications is also available to provide editorial assistance and advice on content creation. Approval is typically provided on a per-message basis by the appropriate office, which is determined by target audience.
| Target Constituency |
Requires approval from |
| Colgate Community (faculty, staff, and students) |
Office of University Communications |
| Employees (faculty and staff) |
Office of University Communications |
| Faculty Only |
Office of the Dean of the Faculty/Provost |
| All Students |
Office of the Dean of the College |
| Individual Class Years |
Office of the Dean of the College |
Individuals should not attempt to circumvent this approval process by manual manipulation of recipient lists or by other means of sending email to large segments of the Colgate community.
3. Acceptable broadcast emails include:
- announcements of major events of campus-wide significance
- changes in campus policies, procedures, organizations, or departments
- notification of the availability of services and/or facilities
Examples of messages that would not be allowed are:
- announcements of individual department or program events; these should be added to the campus calendar
- solicitations for support (financial or otherwise) for charity or special causes not connected with a universitywide effort
- personal opinion, public debate, or campaigning
- unverified public service announcements (such as virus alerts, unsafe products, etc.)
- chain mail
- lost and found
- items for sale (including housing, tickets, books, etc.)
- surveys not related to Colgate University business
- commercial advertisements or promotions of commercial products or services
4. Instructions for requesting a broadcast email