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FSS/PPS 04.11 - Conscribed Email

Conscribed Email

FSS/PPS No. 04.11 (06.01.01)
Issue No. 8
Effective Date: 6/28/2019
Next Review Date: 9/01/2021 (E2Y)
Sr. Reviewer: Executive Assistant, Finance and Support Services

  1. POLICY STATEMENT

    1. The Finance and Support Services (FSS) Division at Texas State University is committed to supporting the educational mission of the institution through efficient information technology availability and support. The following procedures contribute to the fulfillment of this policy.
  2. ELECTRONIC CONSCRIBED LISTS

    1. The Division of Information Technology maintains the distribution list specifications for the following:

      1. all students;

      2. current students (enrolled);

      3. future students;

      4. students by classification;

      5. students by ethnicity;

      6. students by college;

      7. residence hall students;

      8. local commuter students (San Marcos);

      9. distant commuter students (non-San Marcos);

      10. Round Rock Campus (RRC) students (students attending RRC);

      11. all faculty;

      12. all staff;

      13. RRC faculty;

      14. RRC staff;

      15. student employees;

      16. retirees;

      17. all account managers;

      18. all department heads;

      19. administrative support to department heads;

      20. all grant principal investigators; and

      21. all staff by division.

  3. PROCEDURES FOR DISTRIBUTING MESSAGES FROM THE FINANCE AND SUPPORT SERVICES DIVISION

    1. It is agreed that there is information from FSS departments that should be distributed to the Texas State community; however, there are guidelines that should be used to determine if a message should be distributed.

    2. To streamline the email process, each department will be responsible for drafting the email announcement. Emails must be approved by the appropriate director, associate vice president, or their designee prior to forwarding to the executive assistant in the Office of the Vice President for Finance and Support Services (VPFSS).

    3. The targeted audience, hyperlinks, details (e.g., dates, days of week, times, etc.), and contact information should be verified prior to submission to the VPFSS office. When using images in the email body, use alternative text for screen reader and other assistive technology accessibility. The following text footer should be included in each message sent to a conscribed list:

      “This message was sent to all members of a conscribed mailing list established and maintained by Texas State University. Your inclusion in this list results from your relationship and status with the university and is not optional. Texas State University is a member of The Texas State University System.”

    4. Email messages will be approved according to the following:

      1. Category I – information that is of vital importance to the university or information that is mandated for distribution (e.g., power outages, street closures, deadlines, human resources, budget, auxiliary- or financial services-related issues).

      2. Category II – major departmental or divisional events open to the entire university community, particularly those events where the community cannot easily access the information (e.g., fairs, forums, retirement receptions, etc.).

    5. The following types of electronic mail messages are not permissible:

      1. messages that promote or announce results of individual department events; and

      2. messages that promote the commercial or personal interests of a department or staff member (e.g., lost cat, roommate needed, house for sale).

    6. The desired message should be sent electronically to the VPFSS and the executive assistant for approval at least two weeks in advance for general announcements. The VPFSS will have final approval of distribution of all electronic messages. For emails that need to be disseminated immediately, contact the VPFSS office staff at 512.245.2244 after the draft email has been sent to the VPFSS office.

      Once the VPFSS has approved the email, it will be sent.

    7. Questions about email message distribution should be directed to the VPFSS office.

  4. REVIEWER OF THIS PPS

    1. Reviewer of this PPS includes the following:

      Position Date
      Executive Assistant for Finance and Support Services September 1 E2Y
  5. CERTIFICATION STATEMENT

    This PPS has been reviewed by the following individuals in their official capacities and represents Texas State Finance and Support Services policies and procedures from the date of this document until superseded.

    Executive Assistant for Finance and Support Services; senior reviewer of this PPS

    Vice President for Finance and Support Services