Broadcast Email Guidelines

(Revised, July 2024)

The following guidelines outline both the process and responsibility for distributing administrative email messages to members of the Wake Forest community. 

The guiding principle for using the broadcast email system is only for circumstances when no other single communication method or combination of methods is sufficient. In these guidelines, broadcast messages are defined as electronic mail messages distributed through system-generated email lists maintained on behalf of the university by Information Systems (IS). This approach prevents excessive email “spamming” to the broader community and ensures that messages deemed “high priority” communications reach the intended parties.

University Marketing and Communications messages

In general, broadcast emails to all faculty, students and staff are centralized through University Marketing and Communications (UMC) according to the criteria below. In addition to certain types of messages that serve the University, UMC also facilitates key messages prepared for distribution by the Office of the President.

Messages distributed by UMC:

• major University announcements;
• emergency and crisis situations (also can be sent by University Police);
• weather-related closings and delays;
• crimes, or a series of crimes, that threaten public safety;
• significant changes in traffic, vehicular access and parking;
• disruptive situations related to University facilities;
• deaths of current faculty members, staff and students and memorials/funerals scheduled; (At the end of this document, see additional comments about messages for deaths of retired individuals.)
• content needed to meet regulatory requirements;
• other important situations deemed necessary to communicate by broadcast email by the Vice President and Chief Communications Officer (or designate).

The Wake Forest community can request that UMC send a message by emailing media@wfu.edu or by calling 336.758.5237. UMC is also available to provide editorial assistance and advice on content.

The University’s preference is to make most announcements through its weekly newsletters: Inside Wake Forest (faculty, staff) and WFU Should Know (students). Content can be submitted here. 

Administrative office messages

Because various administrative offices across campus also need to communicate with their own constituencies using the University’s broadcast email system, Information Systems grants a selected number of “permissions” with approval from University Marketing and Communications. Information Systems also provides instruction for those who are granted permission to utilize the broadcast lists and maintains the written processes for managing these lists. This collaborative process provides the flexibility needed by campus leadership to authorize specific messages to the people for whom these individuals have oversight.

Specifically, the Provost, Vice Presidents, Dean of the College, and the Deans of any Reynolda Campus schools (Graduate, Divinity, Business, Law) and their designates may send broadcast emails to relevant constituencies associated with their administrative and academic offices.  

• The Provost may send broadcast emails to faculty, staff and students.
• The Dean of any School may send broadcast emails to faculty, staff and students in their particular Schools.
• Vice Presidents may send broadcast emails to any faculty, staff or students for whom they have immediate responsibility. They have the authority to approve that department heads they directly supervise can send broadcast emails.

All senior administrators with the authority to send broadcast emails are responsible for the following:

1. Designating individuals or “moderators” in their offices who will actually perform the practical, technical functions using the broadcast email system.
2. Creating broadcast email guidelines for their individual academic and administrative offices with criteria for which types of messages they will distribute.  
3. Establishing a system for review and approval of all messages before distribution (quality control).
4. Arranging training by Information Systems and keeping abreast of changes to the university guidelines and procedures over time.
5. Keeping other email moderators and designated administrators in Information Systems informed of impending messages through the broadcast email system to help ensure that two offices are not sending messages at the same time.

It is important that Information Systems be promptly informed if a moderator leaves the University or moves to another position within the University.  The moderator’s supervisor is encouraged to contact the Information Systems Service Desk at help@wfu.edu and ask that the Information Systems Communications team be informed of the moderator change.

Deaths of retired individuals

• UMC will announce the death of a retired faculty member or staff member when a death is brought to the attention of UMC within 30 days of a death. The announcement will be posted on the Inside WFU website and be shared in the Inside Wake Forest newsletter.
• UMC prefers to wait until memorial/funeral service information is available before making the announcement.
• UMC depends on others (faculty/staff, family, friends) to inform UMC of the deaths of retired faculty/staff.