Format of Communication to Faculty and Staff

In July, 2005, the following policy, recommended by the Academic Senate to President Ortiz, was adopted: 

  1. Email communication is the primary vehicle of communication between the President, Vice Presidents , Academic Senate Chairs , Chairs of standing senate committees and the staff/faculty community.
    1. This includes the regular academic year, as well as summer quarters and intersession time periods. 
    2. Given that not all university employees have regular access to a computer during their work day, it will be up to individual departments, divisions and units to initiate a ‘last mile’ approach to email delivery for those employees. 
    3. It is the responsibility of individual faculty and staff members to check their university email account on a regular basis in order to stay current with university communications. 
    4. The forwarding of email to third party and/or personal accounts for Cal Poly Pomona faculty and staff is not supported.
    5. During intersession time periods, summer quarters, sabbatical leaves, or other time periods that a staff member, lecturer, tenure track or tenured faculty member is not employed, or is on leave, they are not required to read or respond to email communications. Those who wish to would need to find their own access to a computer if they are not on campus (i.e., home computer). During these time periods a longer time interval must be given to allow for faculty and staff to read and respond to communications. 
  2. The faculty/staff community will be made aware of this communication policy both by email and campus mail; it is up to individual departments and units to make sure all staff & faculty are made aware of this policy. 
  3. The type(s) of communication should be categorized as follows and contain a clear subject line in the email message, this will allow staff and faculty the ability to prioritize incoming emails as they see fit, without having to access the body of the email.
    1. Categories of email communication;
      1. General announcements that are informational in nature and require no response (i.e., welcome back to a new year) - Subject Line: GENERAL INFORMATION _________________
      2. Communications that may or may not require a response and/or are time sensitive in nature ( i.e., campus event requiring an RSVP ) - Subject Line: TIME SENSITIVE _________________
      3. Urgent communications - Subject Line: REPLY NEEDED BY ______________ 
    2. Given the wide range of computers and email programs used, it is important that the email messages be sent in a format that can be easily read by all faculty & staff, thus all messages should be in the plain text format, avoiding graphics and the use of attachments. 
    3. All email should include the name, title, email address and telephone number of the person sending the email so that the faculty and staff may verify the integrity of the email. 
    4. These recommendations are intended for, but not limited to, the President, Vice Presidents, Academic Senate Chair, Chairs of standing senate committees or their staff. 
    5. The guidelines outlined in this policy only refer to communications with the general staff and/or faculty community, not to individual faculty or staff members, or matters pertaining to personnel issues such as RTP actions.