Internal Communication

The Office of the President requests that university divisions and personnel use campus mass communications resources effectively and efficiently. These guidelines will:

• Outline appropriate uses of internal mass email
• Suggest best practices and content standards for communicating within our organization
• Provide advice for alternate means of communicating within our organization

Appropriate Uses

Internal mass email is appropriate for:

• Time sensitive messages
• Universitywide messages that apply to all or a majority of the recipients
• Compiled announcements in digest or newsletter format that direct recipients to other locations for more information

Inappropriate use of internal mass email includes, but is not limited to:

• Personal messages
• Special-interest messages not applicable to all or a majority of the recipients
• Commercial messages with the exception of those messages in support of university business or fundraising

Best Practices

When sending internal mass email, follow these guidelines:

• Distribute to staff@CalLutheran.edu and clufac@CalLutheran.edu; do not use old @clunet.edu domain and do not send to now defunct link@CalLutheran.edu group. This will cover all employees of the university across all locations (including PLTS).
• A mass email message should be brief, self-explanatory, clear and concise.
• When plain text format, use default Outlook font in black and size 12 or 14 font. Use italics or bold for emphasis sparingly. Do not use bigger fonts, colors or underlining for emphasis (underlining denotes hyperlinks).
• When needed, be sure to include properly branded email signature — use the signature generator and do not modify it.
• Avoid including attachments, but if necessary, make it a PDF.
• If you are inviting people to an event, or want to make an official announcement, utilize a MailChimp template created by Marketing and Communications. More about email templates.
• Ask a colleague to proofread before you hit send.

Approved senders (name that appears in the “FROM” field):

• University President and Office of the President
• Vice Presidents and their associated division office, e.g., Academic Affairs
• Human Resources (office only - not individuals)
• Payroll (office only - not individuals)
• Marketing and Communications (office only - not individuals)
• ITS (office only - not individuals)
• Campus Safety (office only - not individuals)
• Campus Operations (office only - not individuals)
• Connect Committee (to staff only)
• Staff Development Committee (to staff only)
• Athletics (office only - not individuals)
• Annual Giving (office only - not individuals)
• Alumni & Family Relations (office only - not individuals)

For all of the above, note that a member of an office may sign an email, but the email should come “From” that office’s email account. Example: the Assistant Vice President for Human Resources can sign an email that comes “From” Human Resources.

If you believe that you or your office should be included on this list of approved senders, please contact the President’s office at 805-493-3100.

When a mass internal email message should be sent:

• If your office is hosting an event specifically organized for all employees (examples: Open Enrollment/Benefits Fair, All Campus Picnic, training event, CLU Annual Fund Employee Giving Campaign)
• If your office is conducting work that impacts a significant number of employees (examples: major construction/renovation work, system wide IT or phone updates)
• If your office is implementing or managing a process, service or policy that impacts all or a majority of employees (examples: changes to payroll policy, changes to branding guidelines, hiring at the VP level, WASC accreditation, anything related to employment-based benefits)

When a mass internal email message should not be sent:

• If your office is hosting an event not specifically organized for all employees (examples: guest lecture, charity/fundraising golf tournament, movie screening, all events intended for or marketed to primarily external audiences)

President’s office Messages:

• If you have an item that you believe should be sent from the Office of the President, please contact the President’s Office at 805-493-3100.
• All messages signed by the President must be sent from her office.

Other Options

Alternatives to mass internal email:

• Send information or news to University Relations for inclusion in The Weekly:
  • Email information to smnelso@CalLutheran.edu, or send a brief note to Marketing and Communications #7600, ATTN: Sharon Nelson, including your name and phone number. Copy is due by 5 p.m. the Friday before publication.
• Submit to the Calendar of Events (events categorized as "Faculty and Staff" also appear on MyCLU).
• Send to office/departmental assistants so that they can share with their office staff as needed.
• Maintain opt-in email lists for event/interest-specific messages. CLUme or MailChimp may be appropriate for this. For assistance, contact web@CalLutheran.edu.