Use of Faculty/Staff Electronic Memo System
I. Use of E-Memo Electronic Communications Service to Faculty and Staff
On the Boulder Campus, the office responsible for the administration of the faculty-staff electronic mailing policies and procedures (E-Memo) is the Office of Internal Communications, University Communications, 3100 Marine St, 584 UCB, Boulder, CO, 80309-0584, (303) 492-2442 or (303) 492-8910.
Names and campus addresses of currently-employed faculty and staff are provided via the Enterprise Directory. Internal Communications will provide electronic memo service to targeted faculty-staff populations for University departments and recognized affiliates only. Content is restricted to University business. Private, sectarian, political, or commercial use of the E-Memo service is prohibited.
II. E-Memo service is subdivided into four categories as follows:
A. URGENT INFORMATION: Systemwide broadcast of emergency messages to campus regarding such topics as campus closures, severe weather, gas leaks, police alerts, and evacuations. Usage of this category is restricted to individuals or departments designated by the Chancellor's Office. Lists may be chosen by the user. Paper copies of the memos are not available for this category.
B. ADMINISTRATIVE E-Memo: This category is reserved for the dissemination of administrative news, policies and procedures via the Chancellor, Provost, Vice Chancellors, or designated representatives. Examples include the Sexual Harassment Policy, Drug and Alcohol Policy, emergency closure procedures, benefits announcements, UPS strikes, crime and safety directives, overtime policies, or other legally required information. The user may select the target list and may also elect to send hard copies to non-email addresses.
C. FACULTY & RESEARCH E-Memo: This classification is reserved for the use of faculty, researchers, or administrative entities addressing an academic audience. Topics include academic calls for proposal, grant awards or research, fellowship, and assistantship opportunities. Lists choices are restricted to faculty, researchers, and graduate assistants. The user may send hard copies to individuals without e-mail access.
D. BUFF BULLETIN: This collection of messages and announcements encompasses most topics not covered in the specialized categories named above. The Buff Bulletin is a compilation of individually-submitted communications, each restricted to 75 words and arranged together with a numbered table of contents at the top. It is sent campuswide twice weekly on Tuesdays and Fridays. Buff Bulletins include but are not restricted to: University Book Store sales, campus lectures, concerts, or training opportunities; athletic events, position announcements, housing vacancies, scheduled openings, closings, or hours; campus box number, building, or telephone number changes. The user may elect to send hardcopies to those without e-mail. Qualifying Buff Bulletins may also be sent via the Faculty or Administration E-Memo categories. Upon expiration, Buff Bulletins are placed in an archive.
Events requiring text in excess of 75 words should be incorporated into the user's homepage and a URL pointer for the page advertised as a Buff Bulletin.
III. Procedures
1) Faculty-Staff E-Memos may be initiated by completing the Web form found at: http://www.colorado.edu/ememo
or by contacting Internal Communications, (303) 492-2442 or (303) 492-8910.
2) All faculty-staff E-Memos and Buff Bulletin messages will be subject to audit by Internal Communications prior to delivery to campus addresses.
The initial determination of category rests with Internal Communications. Appeals for recategorization may be made to:
Office of the Vice Chancellor for Administration
24 UCB
303-492-7523
After review of the categorization, the decision will be communicated to the mailer. Upon receipt of the E-Memo text and departmental information, Internal Communications will contact the mailer and receive online or written authorization for use of the the customer's account number to assess charges. Requests cannot be processed without a valid University account number. Student groups wishing to use the faculty-staff E-Memo system for announcements must provide an IN authorized by the Student Organizations Finance Office (SOFO).
In order to preserve system performance, all E-Memos processed will be distributed after 5:00 pm except in cases of URGENT or as deemed appropriate by the Chancellor or designee.
URGENT, Administrative, and Faculty E-Memos may be distributed the evening of the same day authorized if the customer so designates. Faculty-Staff Buff Bulletins are published on Monday and Wednesday mornings. Student Buff Bulletins are published on Tuesday and Friday mornings.
List selection is campuswide in the Buff Bulletins categories, and is discretionary for the URGENT, Faculty & Research, and Administrative categories.
IV. Pricing
Charges for faculty-staff E-Memo service are determined based on the costs associated with its service center and administrative escrow accounts. These charges will be revisited and adjusted periodically as needed.
by the Electronic Communication Committee