VCU Web Policies

Procedures for Broadcast E-mails

Authorization for broadcast e-mails must come from the President; one of the vice presidents; the CEO of the VCU Health System; the COO, VCU Health System; or the COO, Clinical Enterprise for their area of responsibility. (Note: These executives may authorize a designee to manage the broadcast e-mail process on their behalf.)
Broadcast E-mails require a minimum lead time of two working days.
The format of the e-mails should include:

The recipient group(s) for the broadcast;
The subject line of the e-mail;
The date to be sent;
The sender and sender’s e-mail address. If the sender is different from the replier (the person who is being directed to answer questions), this information should be noted in the text of the message;
The exact wording of the text;
A note that copies are sent to the President and all vice presidents. VCU Health System executives also should be copied when appropriate;
A signature block at the end of the text noting the sender’s name and title;
No attachments. Attachments cannot be sent via the e-mail broadcast process. Such information needs to be incorporated in the body of the text or linked to an appropriate website.
No special formatting. The system cannot consistently display columns that will line up in all mailers. For example the following would not necessarily show up correctly in all email programs:

Event	Time	Presenter
Automobile Raffle	2:30	Frederick Smith
Worker of the decade	3:30	Wilma Smith
Pancake Griddle	4:30	Elizabeth Jones

Some people would see it like this:

Event                   Time    Presenter
Automobile Raffle      2:30 Frederick Smith
Worker of the decade 3:30 Wilma Smith
Pancake Griddle       4:30   Elizabeth Jones

Below is a sample format to be used when requesting Vice President approval:

Recipient Group: VCU Faculty and Staff

Subject Line: Fall 2003 VCU Work/Life Line

Date to be Sent: Fri, 5 Sep 2003

Sender & Email: Kawana L Pace-Harding <klpaceha@vcu.edu>

To VCU Faculty and Staff:

Check out the fall 2003 issue of our VCU Work/Life Line for faculty and staff - available on-line at:

http://www.hr.vcu.edu/worklife/WLLineFall2003.pdf

Included in this issue is information on Work/Life events, seminars and other resources, including a discount on admission to the State Fair.

We welcome your comments on this issue and suggestions for future seminar topics.

Thank you.

Kawana Pace-Harding

VCU Human Resources

P. O. Box 842511

600 West Franklin Street

Richmond, VA 23284-2511

klpaceha@vcu.edu

phone: 828-1533 fax: 828-1434

Copies:

Dr. Eugene P. Trani

Mr. John A. Bennett

Mr. Donald C. Gehring

Dr. Stephen D. Gottfredson
Dr. Francis L. Macrina

Ms. Sue Ann Messmer

Dr. Sheldon M. Retchin

Mr. Paul W. Timmreck

Mr. Peter L. Wyeth

Once the broadcast e-mail is approved by the President; a vice president; the CEO of the VCU Health System; the COO, VCU Health System; or the COO, Clinical Enterprise, the message and distribution details will be sent to the mail administrator.

The mail administrator generally distributes the broadcast messages during the evening hours, but distribution might be immediate for emergencies as designated by the President or a vice president.

Process within Academic Affairs

For Broadcast e-mails being sent to the entire VCU Community

Sender will format the document as described in the Broadcast E-mail Procedures and send the document to the Provost for approval.
Once approved by the Provost and edited by his Communication Coordinator, the e-mail is sent to massmail@vcu.edu.
Massmail will create a draft e-mail and send to the Chief of Staff and the Provost for their approval.
Upon receiving approval the document is distributed.
The President and all VP’s are cc: on the final e-mail and receive a copy of the final e-mail.

For Broadcast e-mails being sent to students

Sender will format the document as described in the Broadcast E-mail Procedures and send the document to the Vice Provost for Student Affairs and Enrollment Services for approval.
The Vice Provost for Student Affairs and Enrollment Services working with the Provost’s Communication Assistant assures the accuracy and content of the material and sends the document to massmail@vcu.edu.
Massmail will send a draft document to the Vice Provost for Student Affairs and Enrollment Services and the Provost.
Once approved by the Provost and edited by his Communications Coordinator, the e-mail is sent to massmail@vcu.edu.
Upon receiving approval the document is distributed to students.
The President and all VP’s are cc: on the final e-mail and receive a copy of the final e-mail.

For e-mails to All Department Chairs and Deans

Sender will format the document as described in the Broadcast E-mail Procedures and send the document to their Dean for approval. The Dean is responsible for the accuracy of the content of the e-mail.
The Dean will send the document to the Provost for approval.
Once approved by the Provost and edited by his Communications Coordinator, the e-mail is sent to massmail@vcu.edu.
Massmail will create a draft e-mail and send to the Chief of Staff and the Provost for their approval.
Upon receiving approval the document is distributed.
The President and all VP’s are cc: on the final e-mail and receive a copy of the final e-mail.