Broadcast email guidelines

The following guidelines are used to determine what messages may be sent to campuswide audiences, ensuring that broadcast messages effectively serve the needs of Colgate University faculty, staff, and students.

If you wish to send a broadcast message, please include the following in your request:

body copy
links and supporting assets
subject line
from name and email address
intended audience
desired send date and time

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

request broadcast messages by sending an email to broadcast@colgate.edu
plan for a turn around time of two–three full business days
if the message is urgent, please contact the Office of University Communications
in case of emergency, contact campus safety at 315-228-7333