These guidelines are designed to help KSC faculty and staff members judge the appropriateness of broadcast e-mail when they need to distribute important information electronically to distribution lists on the Exchange server.

Broadcast E-mail - electronic messages sent to 20 or more recipients - can be an appropriate use of technology to distribute timely messages in an environmentally friendly medium. At the same time, many e-mail users would prefer not to receive messages that are of no use to them or that could have been communicated in less intrusive ways. E-mail to large audiences can also burden the KSC network, especially when the message is long or graphics-heavy or comes with attachments.

General Guidelines

1. Consider other means of communication, e.g., Public Folders or timely submissions to Campus News.
2. Keep the message brief, 50 words or fewer when possible. For longer or more complex messages, consider linking to a web page or use Public Folders.
3. Do not include graphics or send attachments.
4. Messages should include the sender's name and affiliation.
5. Use descriptive subject lines, such as "Health Notice: Flu Vaccine Available."
6. Broadcast e-mail should be sent via Exchange/Outlook distribution lists (available to all users who have an account on the Exchange/Outlook server). Use the narrowest distribution list to find your audience.
7. Messages should be consistent with guidelines in KSC's Computer and Network Use Policy.

Appropriate Subjects for Broadcast E-mail

1. Crisis/urgent announcements: natural disaster alerts, mechanical failures, weather closures or delays, crime alerts, health alerts, server maintenance, and computer virus alerts.
2. Logistics announcements: construction closures; traffic routing; environmental alert notices; and security announcements.
3. Major news: events such as a Presidential visit; naming of a new KSC president or vice president.
4. Major policy and procedural changes that must be communicated quickly.
5. Financial and administrative deadlines, e.g., budget deadlines, purchasing deadlines.
6. Registration information and academic deadlines.
7. Communications from the University System of New Hampshire.
8. Campus events (see below).

Publicizing Events

1. Broadcast e-mail that publicizes events to faculty and staff members across campus should be sent on the Exchange/Outlook list entitled Events. (Use smaller lists for events of more limited interest.)
2. Only events sponsored by officially recognized KSC organizations may be publicized through broadcast e-mail.
3. Messages to the "Events" list should include this statement at the bottom: "If you do not want to receive notification of events, send a message to exchadmin@keene.edu with the subject line saying "Please remove from Events list." The server administrator will periodically post a message to all users on the Events list explaining how to unsubscribe.
4. No event should be publicized by more than one broadcast e-mail message.
5. All "Events" messages should follow the other guidelines in this document, including a subject line that explains the purpose of the message, e.g., "Campus Event: Poetry Reading Oct. 15."

Inappropriate Subjects for Broadcast E-mail

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.

Procedures for Sending Broadcast E-mail

1. Outlook Users: Use the appropriate distribution list located in the Global Address List.
2. Requests for messages to students should be submitted using the on-line form.