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Criteria and requirements for sending a broadcast message


Campus policy states that broadcast messages to all faculty, staff, and/or students must use an approved broadcast method, originate from a departmental or unit account, and meet the following criteria:

  1. Other means of communication are not timely and the nature of the event was such that timely announcement via other methods could not be accommodated.
  2. An appropriate target audience can be determined.
  3. The message could be of significant benefit to all of the targeted audience.
  4. The mailing complies with applicable university policies on use of State resources.
  5. The mailing prevents significant inconvenience that the lack of the information would cause to the targeted audience.
  6. The mailing is approved by the president, provost or appropriate vice president.
  7. The mailing is approved by the Vice Provost for Information Technology/Chief Information Officer or designee.

TARGET AUDIENCE

APPROVING AUTHORITY

Faculty (State)

Provost/Vice President for Academic Affairs

Staff (State)

Vice President for Administration and Finance

Other Employee Groups (CPC, ASI, Emeriti)

Vice President for Administration and Finance

Students

Vice President for Student Affairs

Any combination of the above

President or Provost/Vice President for Academic Affairs

Broadcast messages are used to communicate urgent, time-critical or other essential information to the campus community as a whole.  Inappropriate broadcast message topics include, but are not limited to

  1. Any message whose content is not relevant to Cal Poly’s mission of teaching, research and public service
  2. Any message that violates existing policies or laws
  3. Announcement of events except where it impacts the entire campus community, e.g., Fall Conference
  4. Club or group information
  5. Individual or class project uses
  6. Any commercial mailing
  7. Any solicitations
  8. Personal messages
  9. Political advocacy

Broadcast messages must comply with the following minimum requirements regarding format and content:

  1. The Oracle Web Client is used to send the message.
  2. The TO: field contains the correct mailing list address. (For other Large Mailings, use the BCC: field.)
  3. The Subject: field contains the appropriate subject.
  4. The Body text is complete, top to bottom, and is formatted properly.
  5. The message contains sufficient contact information (e.g., department name, phone number, location, website) for the recipient to reach the sender if necessary
  6. The message text is formatted (e.g., plain text, HTML) to be accessible by recipients who use screen readers or other adaptive technologies
  7. There are no attachments. Use links to Web sites to provide additional information.
  8. The links to Web pages are valid.
  9. The Web pages or documents being linked to are accessible.

For further questions, contact it-policy@calpoly.edu