All-Campus Email System

The CSA operates an all-campus email announcement system, to which all students are automatically subscribed. This system can be used by any student group, office, or department to distribute current announcements and relevant links.

Twice a week, a single message containing all of the recently submitted announcements is sent out to all subscribers.

If you have already read the guidelines and would like to submit an announcement, you can scroll to the bottom of this page for the instructions. 

If you would like to be added to the group that receives All Campus Email twice a week, please email the CSA Secretary.


Usage Guidelines:

Introduction

The following rules are intended to be the guidelines to ensure the smooth operation of the CSA All Campus E-mail System.

Purpose of the System

The All Campus E-mail System is envisioned as a route for students to become better informed of events on campus that concern them. Rather than yet another route for students to receive announcements of events, it is the goal of the System to be an efficient method, both in time and resources, to get the word out to the student body in a manner that compliments other established announcement routes and in an unobtrusive manner that does not merely frustrate the recipients.

The System is intended to be used primarily by student organizations, but also by academic and college departments, to announce events that concern a wide portion of the student body.

It is also intended that the System will help move the College towards becoming more environmentally friendly, since groups' use of the All Campus E-mail System will help eliminate their need to do paper mailings.

Amending and Changing these Rules

Recognizing that the System is fundamentally created for and administered by students, the overall responsibility for the System shall lie with CSA Senate, as the governing body of CSA. It shall be Senate's duty to administer the e-mail and delegate the task to someone of their choosing. The designated person shall be responsible for determining if submitted material is suitable to be distributed based on the rules below.

Senate shall have the ability to amend or change these rules, but should seek input from relevant departments before making substantial changes. It should be noted that since these rules are in fact just guidelines, it is not anticipated that the rules will have to be changed unless the basic focus of the System also needs to change.

Since the nature of the distribution is electronic and depends on the College's network infrastructure, the Information and Technology Services (ITS) department should be considered to have extra say on the implementation and normal operation of the System. Any ITS concerns with the System should be dealt with by Senate in as timely a fashion as possible.

Rules for Use of the All Campus E-mail System:

Who can use it?

  • The System shall be open to any CSA chartered organization, Carleton academic department, Carleton administrative department, or un-chartered group of students whose submitted entry for the e-mail meets these rules. The System is open to active students, faculty and staff of the College.

When should you send an announcement?

  • The System sends emails twice a week: Mondays and Thursdays. 
  • Submissions are due at 9:00pm on Sundays and Wednesdays.
  • Messages submitted between Thursday and Sunday will be included in the Monday edition of the All-Campus Email.  This would be a good opportunity to include events happening during the week.
  • Messages submitted between Monday and Wednesday will be sent in the Thursday edition of the All-Campus Email.  This would be a good opportunity to include events happening during the weekend.

What can it be used for?

  • The System can be used for announcements of events sponsored by organizations or departments where it is judged that the event would appeal to a significant portion of the student body. Rather than normal meetings, only announcements of "special" events that do not occur often should be allowed.
  • Examples of this include one-time events such as speakers of note, important panel discussions, and upcoming committee meetings where an important discussion will be held. The announcement of the first meeting of a newly formed group is also considered acceptable.

What can it not be used for?

  • The System cannot be used to announce regularly scheduled meetings or to remind people of recurring events. It also cannot be used to make announcements of news items or distribute editorials.
  • Examples of forbidden announcements include: weekly student organization meetings, comps announcements, departmental seminar announcements (unless it is a "special" one of interest to a wide portion of the student body), and news items and opinion pieces.

Operating Rules of the System

  • All students taking classes at the College shall automatically be put on the list of recipients. However, students shall have the ability to unsubscribe from the System at any time.
  • Every All Campus E-mail shall include a link at the bottom of the message detailing how to unsubscribe from the System.
  • The e-mail should be sent out regularly, at intervals determined by Senate. The deadline for submission of material to be included in the e-mail shall likewise be determined by Senate.
  • All material that meets the deadline for submissions must be approved or rejected prior to the e-mail being sent.
  • The designated person is responsible for informing the contact person for each submission as to whether their material has been approved or rejected in as timely a fashion as possible.
  • Groups are encouraged to use the System conservatively, and overuse shall be a basis for rejection of submissions. Academic and administrative departments of the College are encouraged to try to limit their use of the System to approximately one message per term, but they may use it more often if circumstances dictate it to be necessary.

Further Guidelines

  • The e-mails themselves shall consist of a table of contents of "one-liners" submitted by groups. Not to exceed 78 characters, the "one-liner" gives the title of the event. Below the table of contents will be brief description of each event introduced by the "one-liner", which may include a hyperlink to further information. The description shall not exceed 255 characters, exclusive of the hyperlink.
  • The first e-mail of every term will be an opportunity for all CSA chartered organizations to advertise their existence. Unlike in regular e-mails, each group's entry will be limited to a "one-liner" along with a link to their own mailing list and web page. Normal announcements of events can also be included in this e-mail in the regular fashion outlined above.

Sending an Announcement

To send an announcement, go to https://lists.carleton.edu/compose_mail/campus_announcements, log in, and click Post on the left-hand side.

You'll see a form with blanks for a summary and the content of your announcement. Fill in both fields. If you type more text than fits visibly in the fields, your message will be rejected by the moderator.  When ready to submit, click on the button labeled "Send to Selected Recipient," which is the All Campus Email by default.

If you need to convey more information, put your full announcement on a web page and include the URL in your text here.

When you're satisfied with your announcement, submit it. The moderator of the system will review and approve your message if it meets the published guidelines.

Unsubscribing from the Announcements

If you don't want to receive the weekly announcements, go to https://lists.carleton.edu/suboptions/campus_announcements

Log in, and change your Delivery Type from "digest" to "no mail".

If you change your mind and want to start receiving messages again, repeat the process and change your Delivery Type from "no mail" back to "digest".