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SA/PPS 04.06 - Email Distribution Lists

Email Distribution Lists

SA/PPS No. 04.06 (09.02)
Issue No. 3
Effective Date: 10/24/2018
Next Review Date: 9/01/2020 (E2Y)
Sr. Reviewer: Supervisor, System Services; Executive Assistant for the Vice President for Student Affairs


    1. 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.

    1. The Division of Information Technology maintains a variety of distribution lists for the campus community. Contact the executive assistant in the Vice President for Student Affairs (VPSA) Office for list availability.

    2. Each department director is responsible for sending out the requested email announcement to the VPSA office. The executive assistant or delegate will review and approve the message. The content of the message may contain a hyperlink to a more detailed website. The desired message and conscribed distribution list (current students, staff, faculty, and Student Affairs staff) should be sent electronically to for approval at least three business days in advance for general announcements. Other conscribed distribution lists are available. Please contact the executive assistant for additional information. When using images in the email body, use alternative text for screen reader and other assistive technology accessibility.

    3. 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., health warnings, religious holidays, etc.).

      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., job fairs, diversity month).

    4. The following types of email messages are generally not permissible.

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

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

      3. reminder email messages, unless approval is granted by the VPSA.

      Questions about email message distribution should be directed to the VPSA office at 512.245.2152.


    1. Due to maintenance, the university maintains a limited number of conscribed electronic distribution lists. The university lists may not meet the specific needs of a department.

    2. For university business, departments may create and distribute their own electronic distribution lists if they meet the following criteria:

      1. The format of the email message is consistent with the university’s format of electronic distribution list email messages (i.e. embedded hyperlinks to websites with more detailed information are encouraged).

      2. The list should be comprised of Texas State email accounts when applicable.

    3. Any distribution list that does not meet the criteria should be approved by the VPSA office before information is sent to the recipients.


    1. Reviewers of this PPS include the following:

      Position Date
      Supervisor, System Services September 1 E2Y
      Executive Assistant for the Vice President for Student Affairs September 1 E2Y
      Systems Support Analyst September 1 E2Y

    This PPS has been approved by the following individuals in their official capacities and represents Texas State policy and procedure from the date of this document until superseded.

    Supervisor, System Services; co-senior reviewer of this PPS

    Executive Assistant for the Vice President for Student Affairs; co- senior reviewer of this PPS

    Vice President for Student Affairs