Email Communication Standards and Procedures

Purpose

The purpose of the email communication standard is to: 1) establish email as an official mode of university communication with and between faculty, staff and students; 2) and to inventory, integrate and coordinate the Salem State electronic mailing lists so that communications are sent to appropriate groups of recipients.

Statement

Critical university information may be transmitted by email. All members of the Salem State community are obligated to check their Salem State email accounts for such communications. Salem State’s computing and electronic communication resources are the property of the university and shall be used for legitimate instructional, research, administrative, public service, and approved contract purposes. The university's complete electronic communication policy is available for review.

Email Account Responsibilities

Each faculty, staff and student member receives a Salem State email account upon their employment or registration at SSU. Personal email accounts should never be used for official university email communications. Faculty, staff and students are responsible for reading all university communication sent to them via their Salem State assigned email accounts. It is strongly recommended that faculty, staff and students check their Salem State email accounts at least once a day to ensure that any official university communications are reviewed in a timely fashion. Salem State does not support email automated forwarding to other email accounts.

Official Email Communication

Email communication may include policy announcements, registration and billing information, schedule changes, emergency notifications, and other information of a critical or timely nature. Faculty, staff and students may not opt out from receiving university email communications.

Broadcast Email

Salem State Community Broadcast Email List
Only the president, the executive leadership team (ELT), campus police or, on a limited basis, appropriate business units as designated by the president or ELT may send broadcast email to the salemstatecommunity@list.salemstate.edu list which includes the entire faculty and staff community.
 
Targeted Email Lists and Owners
Email should always be sent to the smallest population necessary to reach the intended audience. There are many email lists supported by ITS for targeted audiences. Only the list owner and their proxies can send messages to the list. The list owner is responsible for ensuring that an appropriate message is sent to a specific target audience. Both the list owner and proxy individuals are expected to uphold these standards. List owners and proxies are responsible for ensuring that all links contained in the email work correctly and connect to an appropriate page. If others wish to send a message to a target audience, the message should be sent to the list owner or a proxy for review and forwarding to the list.

Weekly Salem State Community Digest

In past the SSU_community@list.salemstate.edu email list was used for a variety of announcements that should have been posted to the SSU website. A weekly digest of new website postings and announcements of general interest will be sent to the Salem State community list every Thursday. Submissions to the digest must be received by the close of business Tuesday for inclusion in that week’s digest.  

To request inclusion in the weekly digest the following steps should be taken:
• Post the information to the Salem State website, or contact your “Red Dot User” to post the information for you.
• Verify that the posting has been published successfully.
• Submit a request to marketing-communications@salemstate.edu with the subject line “Weekly Digest” and include a link to the new information.

If there is no website content associated with the announcement you may still submit a brief announcement to the marketing-communications@salemstate.edu with the subject line “Weekly Digest” without a link to the website.

Appropriate Email Content

Appropriate content includes messages about something related to a Salem State event or activity that is applicable to the targeted list. The event has to be on campus and approved by the university, or be a Salem State sponsored off campus event. Examples of inappropriate email content include: personal political campaign announcements, the swap shop emails (want to sell a bike, rent a room, yard sales), or personal fundraising/sponsorship solicitations and other such advertisements of private causes. In all cases, the person making the request, or their designee, must include their contact information in the body of the email.

Obituary notices will be determined by the area’s corresponding vice-president.

If an organization has a functioning chapter on campus, such as the Small Business Development Center, then the message for an event can be sent to a targeted audience. If the event does not qualify, then the notice will not be posted. Students or student clubs or groups may not request sending messages, the advisors need to do it for them. No advertisements by vendors are permitted.

Information Security

Under no circumstance will the university request or transmit sensitive personally identifiable information (PII) (e.g., passwords, Social Security Numbers, etc.) or purchase and credit information (PCI) information by email.