Mass Communications

The following is an overview of Xavier University’s guidelines and procedures for those who distribute electronic communications to large recipient populations within the Xavier University community. These requirements do not apply to divisions and departments when sending internal messages.

This information is meant to help Xavier employees, volunteers, affiliates and consultants (e.g. creative agencies) understand how to make appropriate decisions when communicating to wide audiences on behalf of the University.

It is of critical importance for all employees to contribute to efficient, responsible and professional use of largescale communications tools. Non-strategic use of mass email can reduce productivity and hinder the University’s ability to deliver important messages.

This document is produced by and enforced by the Office of Marketing and Communications and meant to supplement existing University policy.

All employees are expected to be familiar with and adhere to all University-level policies intended to support a safe, respectful and ethical living, learning and work environment in compliance with Xavier’s mission and values and applicable to local, state and federal law.

Purpose

This policy establishes guidelines for managing, producing and distributing University communications to ensure consistency, accuracy and alignment with the institution's mission, values and strategic goals.

Scope

These guidelines apply to all faculty, staff, students,= and affiliates of Xavier University who manage and contribute to digital communications on behalf of the institution. This policy aims to protect the reputation and brand of Xavier University.

Definition

Email is the University’s primary means of communicating information to its employees and students. A mass communication is any email message sent to the entire campus or large subset (i.e. all students, all staff, all faculty, etc.). All mass emails must follow the University’s guidelines and procedures and be consistent with any applicable state and federal laws.

Inappropriate Use

• Marketing and advertising to internal lists concerning programs, majors, classes, awards, research opportunities, job postings, calls for proposals, products or events sponsored by departments or divisions.
• Messaging that is not in line with the mission of the University or to target audiences that infringe on privacy.
• Messages that are personal in nature.
• Unsponsored solicitations.
• Offensive material.
• Attachments are not allowed. Use a link to Xavier’s website or Microsoft Teams.
• Messages with templates and designs not approved by the Office of Marketing and Communications.

Best Practices

• Messages should be brief, clear, concise and free from misspellings and grammatical errors.
• Communications should be transparent and reflective of the University’s values and mission.
• Avoid sending frequent or repeated messages.
• Consistency: Messaging across all channels should maintain a unified tone and align with the University’s branding guidelines, including logos, colors and fonts.
• Inclusivity: Language and content must respect diversity and be free from bias or discrimination.
• Timeliness: Information must be disseminated promptly to ensure relevance.
• Use official University communication methods noted below.
• Send collaborative messages when possible, to avoid redundancy and reduce the overall amount of messages sent.
• Divisions and departments are strongly encouraged to consult with a communications professional in the Office of Marketing and Communications for advice and strategic assistance.

Official Messaging

To share information quickly and efficiently with all of its various audiences, the University uses email as its primary and official form of communication. All emails that end in a @xavier.edu address are required to receive official email communications sent by the University. Employees are expected to make every effort to be informed and read relevant messages sent from official sources, such as but not limited to:

• Messages from the president or provost
• Messages from HR regarding benefits, employment or policies
• Alerts and critical information relating to safety, health or employee well-being
• Today at Xavier, the University’s official newsletter for employees
• Employee Hub, the University’s central posting board for internal updates

Crisis Communications

In emergency situations, the Campus Emergency Response Team will be activated, and XU Alerts serve as the University’s primary real-time communications tool.

The Office of Marketing and Communications will be responsible for issuing official statements and University-wide updates following emergencies. All employees are expected to refrain from unauthorized largescale communication during crises.

Roles and Responsibilities

The Office of Marketing and Communications coordinates and approves all official communications from the institution. The Office of Marketing and Communications also provides branding, style and content guidelines while monitoring the University’s reputation across both internal and external communication channels.

Employees should collaborate with the Office of Marketing and Communications for department-specific announcements and ensure content aligns with institutional standards. Resources, including templates and best practices, are available through the Office of Marketing and Communications.

This policy will be reviewed annually by the Office of Marketing and Communications and updated as needed to reflect evolving communication practices and technologies.