Broadcast Student Email Policy

Purpose: This policy aims to establish guidelines for the use of broadcast emails within the institution to ensure that only relevant and necessary information is disseminated to a broad campus audience. This helps to minimize email overload and ensure that important messages are effectively communicated.

Background: San Francisco State University has multiple communication channels to send electronic messages. This policy aims to define broadcast communications and the criteria that must be met for a message to be sent to the full student population. Messages that do not have broad applicability should be sent via alternative methods to their target populations.

Scope: This policy applies to all faculty, staff, and students who request a broadcast email to be sent to students, faculty and staff by the Vice President of Student Affairs Office.

Broadcast Email Definition: A broadcast email is an email sent to the full student population or to the full faculty and staff. .

Policy:

1. Approval Process:
   • To request a broadcast email, please fill out the Qualtrics form at https://sfsu.co1.qualtrics.com/jfe/form/SV_1AptR6O4KyYW8kK
   • Requests must be received at least 1 week in advance and will be published at 10am on the first working day of the following week. If a special need for sending at another time is needed, please indicate this on the request form so it may be reviewed by the AVPs.
   • All broadcast emails must be approved before they can be sent. Approval is typically provided on a per-message basis.
   • Messages will be reviewed by the Executive Assistant to the Vice President of Student Affairs. Messages that clearly meet the criteria in this policy will be sent.
   • A test will be sent for review and approval to the team requesting the message. The message will not be sent until approval is received.
   • If additional review is needed, then the Executive Assistant will forward the request to the appropriate AVPs in Student Affairs and Enrollment Management for special case review.
2. Criteria for Broadcast Emails:
   • Broadcast emails should only be used for messages that directly relate to university business and are relevant to a broad audience.
   • Examples of appropriate broadcast emails include:
     • Emergency notifications
     • Important policy changes
     • Major institutional events
     • Welcome Messages
     • Campus-climate concerns
     • Critical deadlines and reminders
     • Resource and Policy Updates
   • Examples of when not to use the broadcast system
     • Scholarship and grant application announcements
     • Student Groups and Events announcements
     • Promotion of individual courses
3. Content Guidelines:
   • Messages should be brief and to the point.
   • Ensure that the subject line clearly reflects the content of the email.
   • Mailing Lists should be in CSV format and headers should have no spaces.
4. Special Cases:
   • Special cases or requests will be reviewed by the Associate Vice Presidents within Student Affairs and Enrollment Management if it is not clearly aligned with this policy.
   • The Associate Vice Presidents will help coordinate alternative methods for sending targeted communications, if necessary.
5. Concerns:
   • Questions or concerns can be sent to the Vice President of Student Affairs and Enrollment Management at vpsaem@sfsu.edu.
6. Distribution:
   • All emails that are sent via Broadcast will also be distributed as a BCC to the following positions: Sr. AVP for Enrollment Management, Vice Provost for Academic Planning/Dean of Undergraduate Education, Sr. AVP for Diversity, Equity and Community Inclusion, AVP for Student Life/Dean of Students, AVP for Disability Access and Student Wellbeing, Associate Dean of Undergraduate Education.

Responsibilities:

• Senders: Ensure that emails meet the criteria outlined in this policy and obtain the necessary approvals.
• Approvers: Review and approve emails based on their relevance and necessity for the audience.

Review and Amendments: This policy will be reviewed annually and may be amended as necessary to ensure its effectiveness and relevance.

By adhering to this policy, the institution aims to maintain an efficient and effective communication system that respects the time and attention of all recipients.

For additional assistance, contact navigator@sfsu.edu.