Email Communication Policy

Purpose 

The purpose of this policy is to establish guidelines that promote clear, relevant, and professional communication within Southwestern Oklahoma State University. By providing a framework for targeted and mass emails, we aim to enhance the efficiency and effectiveness of our communication channels, ensuring that messages are aligned with the official business of the University. 

Scope 

This policy applies to all members of the university community, including faculty, staff, and students. It encompasses the sending of targeted emails to specific individuals, inside or outside the SWOSU community, or groups based on attributes such as role, major, course, or group membership. Additionally, it addresses the responsible use of mass emails sent to entire groups, such as faculty, staff, or students. 

Statement 

Southwestern Oklahoma State University values transparent, inclusive, and respectful communication. By adhering to these email communication principles, we collectively contribute to an environment where information is disseminated efficiently, fostering a sense of community and collaboration. Your commitment to these principles is crucial in maintaining the integrity of our communication channels and upholding the standards of our academic community. 

Policy 

1. Appropriate Use: 

   - All emails should be directly related to the official business of Southwestern Oklahoma State University. 

   - Subject lines must be brief, yet informative, and action items should be clearly indicated. 

   - Emails should embody a tone of cordiality, ensuring that communication is respectful and professional. 

2. Formatting: 

   - Utilize plain text, when possible, to accommodate various email browsers. 

   - Avoid unnecessary attachments to streamline communication and maintain accessibility. 

3. Selecting Your Audience: 

   - Emails should target the smallest group necessary to convey the message effectively. 

   - Groups should be carefully constructed to ensure the relevance of the information to the intended audience. 

4. Building Groups: 

   - Create groups based on actions or characteristics that are pertinent to the content of communication. 

   - Tailor messages to the specific interests and needs of these groups. 

Enforcement 

Individuals who violate this policy may be subject to disciplinary action based on associated handbooks. When appropriate, SWOSU may restrict a violator’s access to SWOSU resources pending further investigation of a possible violation of this policy. Individuals who violate security policies, standards, or security procedures are subject to disciplinary action up to and including dismissal but may also include criminal or civil legal actions. 

Incident Reporting  

Violations of this policy should be reported to the SWOSU ITS Helpdesk via phone at (580) 774-7070 or via email at helpdesk@swosu.edu.  

Policy Review 

ITS Operations Administrator will be responsible for reviewing and updating this policy at least annually. 

Revision & Approval History