Emails requested to be sent to large groups of campus staff, faculty or students are received by a small group of evaluators who review the requests and approve or reject each request. The protocol is that messaging outside of the scope of “appropriate use” (see below) be submitted to the twice-weekly employee newsletter Working@Chapman.
Between 8 a.m. to 5 p.m. Monday through Friday, a member of the evaluation group will respond to a message request with a question, approval or rejection within 60 minutes. Requests after business hours and on weekends may take longer to be approved. If you would like to schedule a specific timed release, please reach out to rmorriso@chapman.edu and ppe@chapman.edu.
Minor proofreading is part of the review process, but evaluators do not have access to make edits to the submission. An edit would require rejecting the message and asking the sender to craft an edited version and resubmit. Please edit submissions for proper dates and details and double-check the “from” field prior to submitting the message for review.
To assist in the review process, we ask that all messages comply with the following guidelines:
- The from field should reflect the no-reply address of an approved campus leader, VP, AVP or department leader.
- The subject line should be three to six words describing the message topic in a professional tone.
- All emails should be topped with a centered, SMC-approved masthead from the campus/college/department leadership. One line of space should be between the masthead and the salutation of the message. No signature is needed to conclude a message with a masthead.
- The message should begin with a proper salutation such as Campus Community — (shift, command, dash) — or Chapman Faculty and Staff.
- Emails should be in 12-point type, in Arial or Calibri font.
- Emails should be written with professional grammar and tone, without exclamation points or casual language.
- Whenever possible, emails to the campus community (students, faculty or staff) should be sent between 8 a.m. and 5 p.m. If an after-hours message is planned, please send a courtesy message to rmorriso@chapman.edu to alert the team.
Please consider Working@Chapman, the employee newsletter distributed twice weekly, as a first placement for faculty and staff messages. This newsletter has a wide reach and informs and engages our entire campus community of employees.
What are examples of appropriate use of the campus-wide/large group email?
- The All-Campus Email Matrix is the guide for the authorized senders of emails
- Celebrating a college for national rankings
- An announcement by leadership of a campus accomplishment, job hiring, dean selection, retirement, death of a community member or resignation, etc.
What are examples of what is NOT an appropriate campus-wide email?
- Non-Chapman related fundraisers, promotions or events
- Political messages or campaigning
- Departmental cleanings
- Procedural updates, details about events or meetings that could be shared in Working@Chapman
Resources:
- Working@Chapman submission form
- To submit items for Dean Jerry Price’s newsletter to students, please email: Elise Cimino, ecimino@chapman.edu and Guinevere (Gwen) Buchanan, safstu101@chapman.edu.
