FSS/PPS 04.11 - Conscribed Emails

POLICY STATEMENT

Texas State University is committed to supporting the educational mission of the institution through efficient messaging and communication.

1. ELECTRONIC CONSCRIBED LISTS

   1. The Division of Information Technology maintains the official conscribed email distribution lists, which can be accessed on the Email Conscribed Lists Support website. Requestors may contact the Office of the Executive Vice President for Operations and Chief Financial Officer (EVPOCFO) for any questions regarding the conscribed lists.

2. PROCEDURES FOR DISTRIBUTING MESSAGES FROM THE DIVISION OF FINANCE AND SUPPORT SERVICES

   1. Finance and Support Services (FSS) departments may have information that must be distributed to the Texas State community; however, there are guidelines that should be used to determine if a message should be distributed.

   2. To streamline the email process, each department is responsible for drafting its own email announcements. Email requests should be submitted through the Conscribed Email Request form, with full adherence to all guidelines listed on the form.

   3. The targeted audience, hyperlinks, day message should be sent, details (e.g., dates, days of week, times, etc.), and contact information should be verified prior to submission of the Conscribed Email Request form. Messages should not contain any images or attachments. All items should be provided as links within the content of the conscribed email. The following text footer should be included in each message sent to a conscribed list:

      “This message was sent to all members of a conscribed mailing list established and maintained by Texas State University. Your inclusion in this list results from your relationship and status with the university and is not optional. Texas State University is a member of The Texas State University System.”

   4. The Office of the EVPOCFO will review the request, convert it into the conscribed email format and will distribute a finalized version to both the requestor and responsible Business Service Council member for review and approval. One approved, the email will be submitted to the EVPOCFO for final approval and distribution. The Office of EVPOCFO has the right to make any changes to the grammar, content, or layout of a conscribed email request.

   5. The following types of electronic mail messages are not permissible:

      1. messages that promote or announce results of individual department events; and

      2. messages that promote the commercial or personal interests of a department or staff member (e.g., lost cat, roommate needed, house for sale).

   6. The EVPOCFO will have final approval of distribution for all electronic messages. Message requests should be submitted in as much advance as possible. For emails that need to be disseminated immediately, contact the Office of the EVPOCFO at 512.245.2244 after the draft email has been submitted via the Conscribed Email Request form.

      Once the EVPOCFO has approved the email, it will be sent on the preferred date provided by the requestor on the Conscribed Email Request form.

   7. Questions about email message distribution should be directed to the Office of the EVPOCFO.

3. REVIEWERS OF THIS PPS

   1. Reviewer of this PPS includes the following:

      Position	Date
      Executive Assistant for Finance and Support Services	September 1 E2Y

4. CERTIFICATION STATEMENT

   This PPS has been reviewed by the following individuals in their official capacities and represents Texas State Finance and Support Services policies and procedures from the date of this document until superseded.

   Executive Assistant for Finance and Support Services; senior reviewer of this PPS

   Executive Vice President for Operations and Chief Financial Officer