BROADCAST COMMUNICATION: BROADCAST E-MAIL

Currently, the university has two methods for quickly communicating with large segments of the community: broadcast e-mail and broadcast voice mail.

The broadcast e-mail lists are automatically populated with subscribers each night, based on specific parameters for each list (e.g., student, faculty or staff affiliation; class code; primary campus; etc.). These lists are populated with @georgetown.edu addresses. If you have not established where your @georgetown.edu e-mail should be delivered, you will not be subscribed to any of these lists.  The day after you establish that delivery information in the online directory, you will be added to all appropriate lists.

For information on how to setup a university e-mail account click here: GUMAIL.  

The criteria for these lists were established in collaboration between UIS and the appropriate data stewards (e.g., the Registrar's Office defined the student lists; the Provost's Office defines the faculty lists).  The criteria are reviewed periodically.  If you believe you should receive e-mail sent to a particular list but you are not receiving that e-mail, contact the data steward for that list.

The standards by which the university evaluates broadcast e-mail are set forth in the University's policy statement for Transmission of Messages via Broadcast Communication. This policy states that messages are appropriate for broadcast mainly when they relate to emergencies and announce University-wide events and deadlines. Broadcast e-mail senders are required to obtain authorization from a Vice President or Provost or appropriate designee.

1. All broadcast e-mail messages must originate from a departmental administrative NetID.

2. All messages should be written in plain text if possible.  We discourage sending messages that contain HTML, graphics, or images because these messages take up more space in e-mail quotas and take longer to download.  Message attachments are discouraged for the same reason.  However, because we understand the importance of marketing and branding, HTML, graphics or images may be included if the total size of an email message does not exceed 50 kilobytes (kb). 

3. All messages should include in the subject line:  your department followed by a colon, followed by the subject of the e-mail.

4. Broadcast e-mail messages must be authorized by the Vice President of the organization sending the message or by the Provost.  Find your appropriate approval office.

5. Broadcast e-mail messages should clearly state the name of your organization and contact information.

6. All broadcast e-mail lists are moderated to confirm that messages have been authorized by the appropriate community leader, do not carry viruses, and are not spam from outside of the University. After you gain authorization and your message is submitted, it should reach its intended audience within one business day.

7. For time sensitive emergency messages, please call the helpdesk (7-4949) during business hours (M-F 8:30 am-5:00pm). After hours, you can still call 7-4949 and reach the UIS Operations Center.