E-Communications Tool Policy

This policy applies to all Gettysburg College organizations including but notlimited to academic departments, administrative offices, and student clubs andorganizations.

Introduction:
E-Communications are messages, such as but not limited to e-mail,e-newsletters, e-postcards, e-alerts, and automated e-mails, sent on behalf ofan organization of Gettysburg College through electronic means to more than 100recipients. This policy does not apply to one-to-one e-communications that aresent directly from the campus email client. It also does not apply to CNAVgroups, angel groups, or the daily email digests.

Authorization:
Vice Presidents for administrative offices and Department Chairs foracademic departments are authorized to give one-time approval of the e-communicationtool within their areas of responsibility without other institutional approval.The Vice President will communicate authorization in writing to the Director ofWeb Communications & Electronic Media.

Vice Presidents may authorizeother department heads in their areas to approve individual e-communications, howeverthe communications sent are subject to review for best practices by theDirector of Web Communications & Electronic Media.

Access:
Before receiving access to the tool organizations must arrange for a meetingwith the office of web communications & electronic media. In order toensure that college audiences are not receiving simultaneous communications onthe same day organizations should be prepared during this meeting to share acommunications plan. This plan will be shared with campus in the form of aMaster Communications Calendar in Microsoft Outlook. It is the responsibilityof the organization to update the calendar as communications change.

Training:
Any organization authorized to use the e-communication tool are required tocomplete training with the Office of Web Communications & Electronic Media.

Permissions:
Permission to access the tool will be given to groups within the contentmanagement system (CMS). Please see Campus Web Policy for more information onthe CMS permissions.

Unsubscribe:
All e-communications should be archived in the CMS. Unsubscribe informationwill be the responsibility of each organization to collect and record in theappropriate data system. Unsubscribe information should be shared by divisions acrossdata systems.

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