Mass Distribution of Information Policy

Mass Communications Policy

1. Overview of policy

This document establishes the policies and procedures for the distribution of information to large audiences at St. Lawrence University.

2. Communication Audiences

Potential audiences include, but are not limited to:

  • Students (full time, part time and graduate)
  • Faculty
  • Staff
  • Board of Trustees
  • Alumni
  • Entire university community

Before sending a mass communication, be sure to consider the intended audience as this may affect the content and method of distribution.

3. Distribution of official time-critical emergency information

If the emergency poses danger to the campus-wide community, authorized personnel may utilize a range of media to convey emergency information to the university community. Depending upon the circumstances, the following options are available:

Authorized personnel may utilize a range of media to convey emergency information to the university community. Depending upon the circumstances, the following options are available:

  • Broadcast email - SLUemployee and class listservs
  • Broadcast voicemail - a message would be placed in campus voicemail box
  • Reverse 911 - every campus phone is made to ring and a message is played
  • Text Message - distributed to all personal cellular phones on the list maintained by University Communications
  • Website postings
  • Public Address messages broadcast from University Security and Safety patrol cars

4. Distribution of official non-emergency information

On the whole, electronic distribution methods of communication are preferred as they are more efficient and environmentally sound. Every effort should be made to communicate via one of the following methods:.

a. Email (Listservs and distribution groups are available)

A number of listservs are available for mass communication. Listserv emails are limited to 25kb (about two pages of text) and do not allow attachments. To communicate most effectively, email subject lines should clearly and concisely capture the content of the email and the email itself should be kept brief and to the point.

SLUEMPLOYEE

For official university information only. All employees with email accounts receive communications through this listserv and may not opt-out. Only selected offices with responsibility for communicating official information may send messages to this listserv (The President's Office, Community and Employee Relations, University Communications, Human Resources, Information Technology, Security, Academic Dean's Office, Business Office, International Programs, University Advancement, and Administrative Operations). List membership is updated at least monthly.

Paper copies of communications sent to SLUEMPLOYEE will be made available to employees without access to email (currently approximately 165).

FACSTAFF

For the dissemination of university related information. All employees with email accounts receive communications through this listserv unless they have elected to opt-out. Students may not send to FACSTAFF directly, but may request that an employee (at their discretion) forward a message. FACSTAFF may be used for non-business related communication, as long as the message is courteous and legal. List membership is updated at least monthly.

FACULTY

For all employees with faculty status to send and receive messages meant only for faculty. List membership updated at least monthly.

Class listservs

For official communication applicable to all students (full- and part-time, undergraduate and graduate). Only selected offices with responsibility for communicating official information may send messages to this listserv (The President's Office, Community and Employee Relations, University Communications, Human Resources, Information Technology, Security, Academic Dean's Office, Business Office, International Programs, University Advancement, and Administrative Operations).

b. SLUWire

SLUWire is a central repository for all event and other announcements primarily aimed at the student audience. Any member of the university community may submit an event or announcement. All posts are moderated before they are published to SLUwire.

c. University websites

Each department maintains a website which may be used to post news and announcements.

d. Personal websites

All members of the university community are provided with space on their P-Drives where they may develop a website and access to WordPress MU (aka SLUblogs) where they may develop a blog-site, the content of which is subject to the university's Acceptable Use Policy.

e. Student Mail Center (SMC)

Each full time student has a mail box. Mail must be addressed with the student's name and Student Mail Center box number. The center only accepts mass mailings from officially recognized campus organizations which are required to distribute mailings to student mail boxes.

f. Faculty/staff mail center - All mail (except official communications - see section IV below) must be labeled with the recipient's name and department. At the discretion of individual departments, bulk mailings may be delivered to departments for distribution to their staff.

g. Print (publications and flyers) - Student organizations may place publications in designated pick-up points around campus (generally located in lobbies of academic, athletics, administrative, and residential buildings). Flyers may be posted only on designated bulletin boards across campus, should be dated appropriately, and removed when no longer current. Many academic buildings have bulletin boards designated for the posting of academic materials and are not for the posting of flyers.

Mass mailings and paper copies of information may be distributed through any of the following methods:

  • Campus mail using individualized address labels. With adequate notice, Human Resources (x5596) will provide an electronic mailing labels file with individual employees' campus addresses.
  • Distribution to supervisors for posting on departmental bulletin boards
  • Distribution of sufficient copies to department supervisors for distribution to their employees. Human Resources (x5596) maintains a listing of number of personnel in each department.

h. Telephone (campus landline) - the university's phone system allows for the mass distribution of voicemail messages. This system is available for official communications as well as those at the department and individual level. University Communications maintains a list of student, faculty, and staff cell phone numbers for emergency communications.

5. Unofficial communication

Faculty and staff are encouraged to use the FACSTAFF listserv for university related communications. Other non-university related information may be emailed by addressing the FACSTAFF listserv and putting SLUBAY in the subject line.

If necessary, printed materials may be distributed through the following methods:

  • Campus mail using individualized address labels. With adequate notice, Human Resources (x5596) will provide an electronic mailing labels file with individual employees' campus addresses.
  • Distribution to supervisors for posting on departmental bulletin boards
  • Distribution of sufficient copies to department supervisors for distribution to their employees. Human Resources (x5596) maintains a listing of number of personnel in each department.