Guidelines for Mass Emails Distributed by the Office of Public Relations The Office of Public Relations will distribute mass emails to the campus community for the following purposes: Alert the campus community to an emergency situation on campus Provide information about situations that would substantially alter the normal operation of the University (example: weather-related class delays or closings, and special University-wide events) Provide information relating to academic or campus community life that is important to significant portions of the faculty, staff, administration and students (example: registration and deadlines, condolences, news and events) Announce special guests’ whose campus visits are of interest to the greater campus community The Office of Public Relations does not distribute through mass emails to the campus community: Public debate or personal opinion Political statements or endorsements Personal items for purchase/rent or sought for purchase/rent Advertisements, announcements or promotions for outside organizations or non-university-related events or interests Lost or found items Attachments (Web addresses for download may be included if applicable.) Fundraisers, raffles, contests or other related items Recruiting content for special interest groups Announcements for special interest groups that may be considered unsolicited SPAM by the greater campus community Please follow these guidelines for submitting campus announcements: Student organizations should designate one member per event to submit announcements to the Office of Public Relations for distribution through mass emails. Subsequent announcements regarding the same event will not be distributed. Announcements must be formatted correctly in the body of the email, not as an attachment. Due to formatting issues, the PR office will not distribute mass emails sent as attachments. Announcements should be sent at least one week in advance of the event, specifying the date of expected delivery, to ensure timely delivery. If no date is specified, the announcement will be distributed on a schedule determined by the Office of Public Relations. Announcements should include the most essential information pertaining to an event, including date, time, location, a brief description, and contact details. Additional announcements for information not included in the original message are not allowed. Announcements should be edited for required content and errors before being sent to the Office of Public Relations, as the staff is not responsible for errors. Announcements containing multiple errors may not be distributed. Announcements sent by advising faculty/staff on behalf of student organizations are expected to meet the same criteria as those sent by students. Organizations with multiple weekly announcements are encouraged to compile their announcements in one message for distribution. Please use the address firstname.lastname@example.org to request distribution of a mass email to the campus community to announce events or programs sponsored by organizations approved by the Office of Student Affairs. Only those announcements that meet the criteria set forth by the Office of Public Relation or Information Technology (http://www.uwa.edu/UWA_Email_Policy.aspx) will be distributed; those that do not meet the criteria will not be distributed at the discretion of either office.