MCCCD has 18,000+ active employee e-mail addresses which can be accessed directly or by various system distribution lists. Two e-mail distribution lists were created specifically to connect the colleges in order to provide general announcements and updates on MCCCD operational activities.

DL-MARICOPA-BUSINESS was created to communicate essential information with all employees and DL-MARICOPA-ANNOUNCEMENTS was created to serve as a collective bulletin board showcasing elective information about what the colleges and District are doing. Both of these lists are restricted and only certain individuals at each college or District location can post to them. College presidents or District Vice Chancellors must give permission for an individual to be added to the approved sender list.

Specifically, the DL-MARICOPA-BUSINESS list should be used strictly to notify employees of business matters essential to conduct operations. Messages should have applicability to all employees. Appropriate topics include:

• System-wide alerts
• Curricular issues
• HR matters
• Mandatory training
• Governing Board related information
• Chancellor communications
• Functional operations

The DL-MARICOPA-ANNOUNCEMENTS list should be used to notify employees of general announcements for District or College sponsored activities. Examples are:

• Course offerings*
• Temporary work assignments
• Theatre productions
• College newsletters

*If a course has a very limited number of slots open it might be better to announce those offerings to specific college lists (i.e., east side, north side, west side, central valley, etc.) to capture individuals who work or live near by rather than broadcast district-wide. Special invitations should also be considered (i.e., community partner or advisory lists, email addresses from community members or students who opt in to receive announcements, etc.)

Limitations of Lists

1. Not a discussion forum
2. Not to be used for personal gain
3. Not to be used for political (or personal) advocacy**
4. Must be considered applicable and/or necessary
5. Must be related to District or College operations

**Under ARS §15-1408, a community college district may not "use its personnel, equipment, materials, buildings or other resources for the purpose of influencing the outcomes of elections." Additionally, community college district employees "may not use the authority of their positions to influence the vote or political activities of any subordinate employee." Despite these prohibitions, however, the law expressly allows a community college district to "distribute informational reports on a proposed bond election . . .." Moreover, the law may not be "construed as denying the civil and political liberties of any employee as guaranteed by the United States and Arizona constitutions." For more information on political activity on campus, refer to the Legal web's InBrief article "Political Activity on the Community College Campus."

Know Your Audience

• Not all messages apply to everyone
• Target your audience, use the appropriate DL list (i.e., faculty, PSA, MAT, WLG, etc.)
• Individual colleges have distributions lists that can be targeted [vs. District-wide]

Photocopy Test

As you are preparing an e-mail announcement, give it the Photocopy Test. Is this something that we would pay to photocopy (or print) and distribute via inter-campus mail? If so, submit your item to the designated person three weeks prior for review and posting. Any questions concerning the content or design of an email can be directed to the Office of Public Stewardship for additional review.

How Many Times is Too Many?

When sending out information, consider what is appropriate and what is annoying.

Unless absolutely necessary, limit the amount of times information is sent out to two (2). Usually, once is enough.

For larger events, consider when the event is taking place and whether there needs to be a place-holder announcement with date and time followed by greater detail closer to the event. Place-holder announcements should not be released more than eight weeks prior to the event unless it is a large-scale event that requires much input, planning and/or travel. Three weeks prior to an event is the optimal time-frame for the detailed announcement.

Errata messages should only be sent out if the logistical information is incorrect, not just to correct typos. Build in a process to review emails for content (including layout, design and accessibility) prior to distribution.

Concerns

Employee concerns should be forwarded through the appropriate channels including:

• Supervisor/Division Head
• Ombudsperson
• College Presidents
• Vice Chancellors
• Chancellor

Enforcement

The practices outlined within the Technology Resource Standards (TRS) are meant to address the protocol for posting messages District-wide to all employees and all locations. Employee and constituency groups are encouraged to develop their own standards directing employees to post appropriate messages. Supervisors, College presidents and/or designees must ensure that employees are notified and will comply with all regulations and/or protocols. Issues related to enforcement will be addressed by the established processes in the job group policy manuals. Questions may be directed to the Vice Chancellor for Information Technology or to the Manager of the Office of Public Stewardship.

District-wide Email Training (PPT)

Resources

• Tips for Formatting E-Mail Messages
• MCCCD Sponsored Events
• Examples of Emails
• DL Instructions
• Designee Service Account Tool
• Setting up Email Account
• Scholarships
• Fundraising Guidelines

Additional Important Information

• Acceptable Standards for District-wide Message Posting
• AS-5.1 Commonly Used Distribution List Addresses
• AS-5.3 College Designees List
• Electronic Communications
• Technology Resource Standards
• Technology Resources Complaint Process