What are the guidelines for sending mass emails out to Malone "faculty", "staff", and "community" lists?

How do I send a message to all students?

New Student Worker Orientation
Guidelines have been set forth by the University Leadership team on how to communicate en masse within the Malone Community. Here are the four different paths to communicate with Malone Faculty, Staff, and Students:

Community
To enable community email communication, an email distribution list has been created called “Community”.

All community announcements are sent using this distribution list. Anyone who is a member of this list is able to post to it. Initially, all current members of the faculty and staff lists are assigned to this list. However, the choice is available to "opt out" by contacting the Help Desk and requesting to be removed from the "Community" list.

Examples of "Community" list content:
  1. Announcements (birth, marriage, etc.)
  2. For Sale (tickets, pets, office supplies, etc.)
  3. Giveaways (tickets, pets, office supplies, etc.)
  4. Press Releases
  5. Malone Sports Updates
  6. Fine Arts Announcements (recitals, art displays, etc.)


Faculty and Staff Distribution Lists
All current faculty (including adjuncts) are set up on the "Faculty" list and all staff are set up on the "Staff" list. This will help to ensure that all members of the lists are receiving the information necessary for their job responsibilities.

Examples of "Faculty" list content:
  1. eBulletins
  2. Senate and Committee Meeting Minutes
  3. Prayer Requests – Please be brief, remember to include the addresses for cards, etc.
  4. Campus Absences
  5. Information updates from departments such as the Physical Plant, Registrar, Human Resources and Information Technologies

Examples of "Staff" list content:
  1. Staff Fellowship Announcements and Newsletters
  2. eBulletins
  3. Prayer Requests – Please be brief, remember to include the addresses for cards, etc.
  4. Information updates from departments such as the Physical Plant, Registrar, Human Resources and Information Technologies


Sending emails to all students
Email messages can be sent to all students or to a particular sub-group of students (e.g., all commuters). In order to send the email, it must first be approved by Student Development. The procedure for submitting a message to be sent is as follows:
  1. Choose the appropriate group or sub group of Malone students using the guidelines listed in the following linked policy document (Note: this is only accessible by malone.edu accounts).
    Sending Mass Emails to Student Groups at Malone University 

  2. Address your message and send it. The message can then be released to students by one of the moderators for the list to which you sent the message. Be sure to compose the message EXACTLY as you intend it to be seen by the students. Keep file attachments to a minimum, preferably less than .5MB (500kB).

If you have questions regarding the usage of these distribution lists, please contact the Help Desk. We can also assist you in setting rules in Outlook to easily organize your received email. We can be reached via email at helpdesk@malone.edu, via the web at http://www.malone.edu/helpdesk or by phone at 330.471.8428.

Related FAQ's:
FAQ 86 Best Practices for Sending Mass emails.