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Guidelines for Communications to Students

These guidelines are designed to assist students, faculty and staff with online communication to students, in particular using MyKSC tools. MyKSC is a centralized location for many KSC online resources, providing students with access to personal academic information, e-mail, calendar and address book, personalized web pages, Blackboard and/or Canvas login, and news of both the campus and outside world.

The institution is committed to developing electronic communications with students. Students are responsible for keeping themselves up-to-date regarding e-mail communications. Notification by e-mail will be considered official contact."

Online communications with students must be created in line with the KSC Computer and Network Use Policy and the Family Educational Rights and Privacy Act (FERPA).

Online communication methods may be created in a variety of forms: MyKSC news item, announcement, and e-mail (broadcast or specific population). To request an online communication posting use this online form.

For Type of Message Appropriate Medium
campus events announcement
crisis/urgent items announcement, broadcast e-mail, news item
logistic items announcement, broadcast e-mail, news item
major news announcement, broadcast e-mail, news item
policy and procedural changes* announcement, news item
administrative deadlines* announcement, news item
university system communication announcement, news item

* e-mail messages for specific populations may be requested.

News Items

MyKSC news items may be found on the main public page for MyKSC; they are public and may be viewed by any visitor to this page. MyKSC news items have a title with a link to the KSC page where the content/article is already located.

Announcements

Announcements in MyKSC may be either public (via the main page and readable by the world) or private (readable only by MyKSC account users and accessible after login). They may contain a link to more content found in a keene.edu web page or elsewhere on the web.

Broadcast E-mail (all current MyKSC account holders)

Broadcast e-mail is for high priority subjects only. Broadcast e-mail messages should be submitted for approval to a principal administrator (the president or a vice-president), with the message then reviewed by the Marketing & Communications prior to sending.

Specific Population E-mail

Exception may be made for specific populations for a medium priority message. Requests for messages to specific populations should be submitted using the online form. Please note that it may take 2 business days to process the request. An e-mail will be sent only once. Keep the message brief, 50 words or fewer when possible. For longer or more complex messages, consider linking to a web page. Do not include graphics or send attachments. Messages should include the sender's name and affiliation. Use descriptive subject lines, such as "New Process for Fall Course Registration." Messages should be consistent with guidelines in KSC's Computer and Network Use Policy.

Appropriate Communication Subjects

High Priority (news item, announcement, broadcast e-mail)

  • Crisis/urgent items: natural disaster alerts, mechanical failures, weather closures or delays, crime alerts, health alerts, server maintenance, and computer virus alerts.
  • Logistics items: construction closures; traffic routing; environmental alert notices; and security announcements.
  • Major news: events such as a national Presidential visit; naming of a new KSC president or vice president, University System of New Hampshire major news items.

Medium Priority (announcement, news item, specific population e-mail)

  • Major policy and procedural changes that must be communicated quickly.
  • Financial aid and administrative deadlines e.g. budget deadlines, purchasing deadlines.
  • Registration information and academic deadlines.
  • Communications from the University System of New Hampshire.

Low Priority (announcement)

  • Campus Events - see below for appropriate and inappropriate use.
Appropriate Use for Campus Events
  1. Only events sponsored by officially recognized KSC departments and organizations may be publicized.
  2. No event should be publicized by more than one Announcement.
  3. All events should contain a clear subject line that explains the purpose of the announcement.
Inappropriate Use for MyKSC Messages
  1. Commercial use, e.g., selling a car; renting a cottage; offering music lessons.
  2. Fundraising, except for officially recognized events such as Alternative Spring Break. Examples of inappropriate use include solicitations for sponsorship, Girl Scout cookie sales, etc.
  3. Political solicitations.
  4. Non-campus events, e.g., Colonial Theatre presentations; the Lions Club musical; the Pumpkin Festival.
  5. In general, subjects not listed above as appropriate.

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About this Policy

Communications to Students, Guidelines
Ownership: Marketing & Communications
Last Revised: April 3, 2014
Categories: IT Communication
For questions regarding this policy, please contact the policy owner.