School of Humanities Internal Email & Events Policy
The following is a guide and best practices for sending internal emails via our various listservs, posting and publicizing events, and utilizing Zotmail.
I. EMAILS TO STAFF & FACULTY LISTSERVS
There are several School of Humanities listservs, which are organized below by audience and accompanied by instructions for utilizing them.
Faculty & Staff
The listservs below are managed and moderated by Donna Luebbe, executive assistant to the dean.
- firstname.lastname@example.org (all faculty)
- email@example.com (all staff)
- firstname.lastname@example.org (all managers: academic, administrative, centers, computing, etc.)
- email@example.com (visiting faculty, lecturers, etc.)
- hum-CD@uci.edu (chairs and directors)
- Address your email directly to the listserv’s email address.
- Do not send your email to the moderator and ask it to be sent out to a listserv.
- Moderators are unable to make any edits to the emails; moderators can only approve, reject, or deny the email. Due to this, please send your email exactly as you would like it to be read by those receiving it (do not add any text in the body asking for the email to be approved by a moderator because, once its approved, everyone will see that language).
- Listservs work like normal email, and therefore attachments and graphics can also be sent.
- You are able to cancel sending an email to a listserv by reading the email you receive informing you that the message is awaiting moderator approval.
- You will not receive a notice that your email to a listserv has been approved.
- Emails are approved during working hours, Monday-Friday 8:00-12:00 and 1:00-5:00. If you send an email to a listserv on a Friday evening, it will not be approved until Monday morning.
- Do not hit “Reply All” to an email you receive from a listserv because it will go back to the moderator for approval. If you would like to respond to the person who sent the initial email to the listserv, please hit “Reply” and make sure the listserv email address is removed.
- Emails must be related to academic events, programs or general departmental announcements. No personal or political emails may be sent via listserv; the moderator will reject them.
- Be mindful of which listserv you are sending to—does it make sense for it to go to all staff or is it really better sent to select staff members or to a departmental listserv?
- SOH HR adds new employees to the appropriate listserv(s) and removes separated employees from all listservs (after entering the action into the payroll system or reviewing the PAN notice). New employees are encouraged to activate the UCInetID on date of hire to expedite subscription and begin receiving campus email. If you want to be taken off of a listserv, please contact Donna Luebbe at firstname.lastname@example.org.
- New policy: Starting Fall 2015, all events that are cross-posted to the School of Humanities’ homepage via our Content Management System (“CMS”) will be compiled and sent in a weekly digest. With that in mind, please do not send your event listings to a listserv. If you want your event to be included in the digest, make sure that your event is inputted into our CMS system by end of day Monday to go out that Friday morning for the next week. The events digest will have a section for the week’s events as well as a section for upcoming events (important events occurring within the next month so as to give enough notice for our larger events). Since the event information will be pulled directly from the CMS, please ensure all pertinent information relating to the event is entered.
The listservs below are managed and moderated by Brittney Pinney, director of undergraduate study and Amy Fujitani, director of graduate study.
- email@example.com (undergraduate students)
- firstname.lastname@example.org (graduate students)
- All major-specific listservs (For example: email@example.com & firstname.lastname@example.org)
For emails to all undergraduate students:
- 1-12 from the “General Instructions” section above apply here, too.
- New policy: Starting fall 2015, all events that are cross-posted to the School of Humanities’ homepage will be compiled and sent in a weekly digest. With that in mind, please do not send your event listings to a listserv. If you want your event to be included in the digest, make sure that your event is inputted into our CMS system by end of day Monday to go out that Friday morning for the next week. The events digest will have a section for the week’s events as well as a section for upcoming events (important events occurring within the next month so as to give enough notice for our larger events) and a news section. If you have a news item that you would like included in this digest (it must be applicable to ALL humanities undergraduate students, such as courses with low enrollment that you want promoted), please email SOHcommunications@uci.edu with all pertinent information. Since event information will be pulled directly from the CMS, please ensure all pertinent information relating to the event is entered.
- Emails to students in a specific major should go to the appropriate major-only listserv.
For emails to all graduate students:
- At this time, events and news emails can still be sent to be moderated, but please be mindful as to how many emails you’re sending and whether or not they can be compiled.
As a reminder: your public events should also be posted:
- to your department’s website via our CMS
- to your department’s Facebook and Twitter pages
- to the UCI-wide calendar here (if pertinent to a university-wide audience)
If you’re looking for additional promotional ideas, please reach out to SOHcommunications@uci.edu.
II. ENTERING EVENTS & NEWS ITEMS INTO THE CMS
To ensure that all event listings are consistent, please format your event listings with the following in mind (these guidelines come from the university’s editorial guidelines, which are listed here):
Event headlines should be in “down style” (also called sentence style): only the first word and proper nouns are capitalized. For example: “UCI-OC Parks exhibition celebrates diversity of Vietnamese American experience.”
Lowercase, with periods. Avoid the redundant “10 a.m. this morning.”
- Capitalize and spell out formal titles such as Professor, Chair, etc. preceding a name. Lowercase elsewhere. Chancellor Michael Drake but Michael Drake, chancellor or the chancellor.
- Lowercase terms that are job descriptions rather than titles. biochemist Susan Jones; visiting lecturer Alan Smith
- Lowercase modifiers such as department in department Chair John Smith.
Use the following guidelines for the titles of books, movies, songs, poems, computer games, television shows, exhibitions, lectures and courses:
- Capitalize principal words, including prepositions and conjunctions of more than four letters.
- Lowercase articles, prepositions and conjunctions of four or fewer letters except at the beginning or end of sentences.
- Italicize book, newspaper, journal and magazine titles; enclose other titles in quotation marks.
Example: She enrolled in “Introduction to Computer Technology.” He appeared on NBC-TV’s “Today” show to talk about his new book, All Things Matter.
Use only one space between sentences.
III. CMS NEWS LISTINGS
New policy: In an effort to streamline the amount of news items we are showcasing on the SOH homepage, starting fall 2015, the communications team will regularly scan through departmental news items and manually cross-post items to the homepage when it makes sense. The checkbox to cross-post your own news items to the SOH homepage will no longer be available.
Zotmail is the system used to send out university-wide emails to staff and faculty. All emails publish after 6 p.m., Monday through Friday (with the exception of messages sent from the Chancellor, Executive Vice Chancellor, and emergency non-optional messages, which may be sent during the day).
Zotmails are reserved for select news and events with university-wide appeal and importance. If you are unsure if your item should be sent via Zotmail, please email SOHCommunications@uci.edu.
- Please send your Zotmail message to SOHCommunications@uci.edu with the following information:
- Target audience (all faculty; all staff; all faculty & staff; all students; all students, staff and faculty)
- Date you would like it to go out
- Keep in mind that it may take up to 72 hours lead time for your message to go out.
- Zotmail only accepts unformatted text (no special type fonts such as italics, bolding, underlines, special layouts, such as centered type or multiple colors, attachments, or different font sizes) or HTML attachments, so please either send your message as an HTML attachment or in plain text. If you do not know how to create an HTML attachment and would like to learn, please email SOHCommunications@uci.edu.
- No duplicate or reminder Zotmails will be sent.
- If you need to stop or cancel a mailing, notify SOHCommunications@uci.edu immediately
- Requested mailing date must be a non-holiday workday.
- Mailing date cannot be guaranteed.
V. DIGITAL SIGNAGE
Currently, the School of Humanities has six digital monitors and two digital kiosks where we can advertise events, courses and relevant news items. Graphic designs should conform to 1920 x 1080 pixels. For now, please send all digital signage requests to Dwayne Pack at Dwayne.email@example.com.