Protocols
Embedded Files
Campus-Wide Communication Protocol
Office of Information and Technology
Administration Department
Purpose
The purpose of this protocol is to provide guidelines for the use of mass communications on our campus, so that the members can receive clear and concise communication about the University updates within the University community.
Scope
This is the administrative protocol, affecting all University community members.
Referenced Laws, Regulations, and/or Policies
This is the University protocol.
Protocol
Defining Mass Email
The Office of Information and Technology is responsible for broadcasting campus-wide information to all University’s community members except pre-approved individuals. These guidelines seek to enhance the delivery of efficient and concise internal communications within the University community.
The purpose of these mass email guidelines is to send a message to the University community members using @parami.edu.mm, the domain of the University.
Mass emails are intended to support campus-wide community members by providing them with the information and updates of the University. The messages must be with regard to University business, of general interest and importance to administrative and academic staff, and significant to the University. The information in the email should be newsworthy and aligned with the institution’s values.
Categories of Mass Email
Mass emails generally are divided into two forms:
Official Messages from the University Management
These official messages are directly from the University Management or its representatives and are to be sent to the entire University community members.
Example: University-wide Updates
Informational Messages to the University Community
A University’s unit or office may request to send a mass email to the University community members, and the information must be relevant to the University community's shared interests.
Example: The Institution Anniversary, Talk Event
Exclusions
Mass emails designated to all academic staff by the Academic Department or the Office of Admissions and Student Affairs within the responsibilities of these units will be directly delivered by the relevant offices to proper mailing lists apart from the close participation of Campus Communications.
The Office of Institutional Advancement will be in charge of proceeding the mass emails straight towards the relevant and respective staff group members. The information should be relevant to the designated groups of individuals on our campus.
Campus-wide Email Lists
Mass email formatting and content outlines must be aligned with the University mass emails format (format attached).
Alternative to Mass Email
Before sending mass emails to the designated groups, please consider the following alternatives to mass email which emphasize on more specific stakeholder.
Global announcements in the Canvas LMS
Send alert features in the Populi SIS
Announcement posts in respective group at Slack
Verbal announcements in regular staff meetings
Verbal announcement in regular student meetings
Verbal announcements in students’ orientation and onboarding sessions
Review
The Office of Information and Technology is responsible for ensuring compliance with this protocol in various offices of the University.
Date
Adopted on January 30, 2022.
Mass emails template includes:
A clear indication of the name and title of the university official sending the message
The name of the office or individual issuing the memorandum
A subject line
Notation indicating whether the email message is for action or for information
The University signature
* Please note that the University administration will occasionally send messages to the University community from an institutional sender and not an individual one. Most commonly, that institutional sender will be the University Communications team.
Messages are to be sent as text along with the University signature. Additional attachments (documents, etc.) are permitted. Please follow the following outline format.
Mass Emails Content Outlines
Headings
Provide a heading for each paragraph that clearly indicates what each paragraph is about for better scannability of the content.
Lists
Use bulleted or numbered lists for lists of items instead of embedding lists in paragraphs.
Links
Use meaningful link text when using hyperlinks in emails.
Avoid: "Click here to fill out the survey."
Use: "Please fill out the survey."
Bold and Italics
Bold and italics should be used in highlighting the keyword/point for better readability.
For example: "The application deadline is on April 1, 2022. Applications received after the deadline will not be considered.”
Underlining
Use underlining for only hyperlinked text (i.e., link text). In digital communications, readers expect underlined text to behave as a hyperlink.
Capitalization
Avoid using ALL Capitalization. It is generally accepted that all caps convey shouting at the reader.
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