Guidelines for Communicating with the University Community
The University provides the following guidelines for disseminating information to members of the University community. The mechanisms differ dependent on the size and nature of the information being distributed as well as its period of relevance.
It should be noted that the use of University Facilities should be done so in the context of the University's Computer and Communications Policies.
University News, Events and Media
It is recommended that you contact Media & Communications by email to email@example.com so that it can be included on the @JCU online newsletter for the JCU community. Events should also be sent to firstname.lastname@example.org.
These events will be listed on the JCU website and also be included in a digest email sent to the university community on a regular basis. Mass emails to lists should be avoided in the interests of clear communication, courtesy to your colleagues and efficiency of the university email system. Strict moderation of emails intended for allstaff, ugstudents and pgstudents will be enforced.
Non-University News, Events and Media
Non-University Information should be sent to the Bulletin Boards. Non-University Information mailed to university staff or students may be reported under the JCU Unsolicited or Spam Email Policy and will not be released to moderated lists.
The bulletin boards are:
Staff-bulletins for Staff
Postgrad-bulletins for Postgraduate Students
Undergrad-bulletins for Undergraduate Students
JCU-bulletins for all the above bulletin boards
University Information – Long Shelf Life
Information which needs to be disseminated to members of the University community that will remain relevant for a long period of time should be documented as a permanent web page on the University's website. This includes the documentation of University policy. The web page location and format will be dependent on the nature of the information concerned. Contact the JCU Web Manager for assistance.
Information which needs to be disseminated to members of the University community that will remain relevant for only a short period of time can be targeted by using one of the University Mailing Lists or by sending to email@example.com for @JCU .
Using the targeted email lists is the most direct method for distributing information as each member of the email alias or list will receive their own individual copy of the message. The criterion to use here is to select the group with the narrowest possible focus (in terms of the number of recipients) while including all the people you wish to contact. The danger of casting the net too wide is that it may result in sending the message to people who might regard it as Unsolicited or Spam Email.
Keep your messages concise and avoid sending very large attachments to lists in the interests of clear communication, courtesy to your colleagues and efficiency of the university email system. Attachment size is limited and very large attachments may be bounced. In the case of a bounce please send the message including the attachment to firstname.lastname@example.org for @JCU , one or more of the Bulletin Boards and then send an email including the bulletin address to the email list.
The Student Bulletin email is a short shelf life email that is sent out from staff and divisions to all students on a weekly basis. Subject matter should relate directly to students’ studies or well-being, be newsworthy and be relevant to the majority of the student group on the specified campus. Staff should send suitable information to: email@example.com