University Communications Policy

Policy Name: University Communications Policy
Policy ID Number: 03-05-022
Version Effective Date: October 24, 2007
Last reviewed on: NA
Policy Applies To: All University Communications
Responsible Office: Information Technology
 

INTRODUCTION AND STATEMENT OF PURPOSE
As an institution of higher education, New Jersey City University communicates with its constituencies frequently and for a variety of reasons. Various communications channels are used to meet these needs, including letters, print material, mass mailing, broadcast and individual electronic mail, email lists, news publications, and website announcements

The GothicNet Portal is the central gateway to all University information systems, virtual services, and electronic communications. It is an effective aggregator of information, administrative applications, and self- service features, and can thus create a powerful synergy that the University is in a strong position to leverage. The availability of self-service features draws users to the portal initially, but it is the ongoing delivery of quality information that gets them to come back.

The purpose of this policy is to establish guidelines for identifying the channel most appropriate for each category of communication. Through this policy, the University will achieve its goals of improving the effectiveness of communications; creating capabilities that streamline the process of communicating; and communicating efficiently.

POLICY
The primary publication channel for communications is electronic media. Electronic media include the University public and portal websites, email, and other technologies as developed. These electronic media will represent an official means of communication, and the University community will be expected to access these sources of information on a regular basis.

The intent of fully utilizing the capabilities of electronic media is to reduce the reliance on paper communications, the labor required to produce and prepare them for distribution, and the costs associated with mailing them.

The University also recognizes that traditional channels of communication are required for certain purposes. Those communications which are appropriate to deliver in print should be prepared in a manner that (where appropriate) qualifies them for postal automation and reduction in rates.

To communicate with relationship-based audiences (for example, Undergraduate Student, Faculty, Staff) and affiliation-based audiences (for example, major, program membership, student group, employee type), the GothicNet Portal is the designated channel. Broadcast electronic mail intended for students, faculty, and staff is supported through electronic listservs, which are used only to communicate messages of a time or mission critical nature, or essential to public safety; these listservs are not intended as discussion forums. Individual E- mail and (when developed) portal messaging are appropriate for communications intended for single individuals and/or messages for which a response is required.

In addition, this policy permits only specifically identified officials to publish to the University’s proctored listservs. These purposes are typically to release safety-related announcements, as well as notification of mission-critical and/or time-sensitive topics, and information technology-related announcements. These proctored listservs are not intended as discussion forums or as two-way communications.

As a goal, the University intends to explore the utility of new technologies (such as text messaging) and to offer to its community the ability to subscribe to a delivery channel of choice for certain categories of communications, yet still remain under obligation to retrieve communications sent via the official means.

Appropriate usage of each communication channel is defined in Appendix A, and illustrated by example in Appendix B.

Key Performance Indicators (KPIs)
Communications to members of the University community are provided through the appropriate channel.

Procedures
Access to submit content for publication in the GothicNet Portal, and for sending e-mail communications through the STUDENTS and STAFF lists is restricted to an identified group of University officials. University officials who have been granted rights to publish and approve content to electronic media will be designated by the Information Technology Steering Committee; membership in this group may be expanded temporarily in the event of emergency communication needs. These officials will be given training on the process for preparing and submitting content to the GothicNet Portal, and for electronically mailing via the proctored listservs

Discussion forums and subscription listservs will be established to allow the University community a channel through which to communicate issues related to current events and announcements of life events, as well as express opinions and make commentaries. Subscription to these channels is elective.

Compliance with print communications usage will be monitored by the Divisional Vice Presidents’ Offices and Auxiliary Services. In order to proactively enforce this component of the policy, an initial review of prior bulk mailings will be conducted by Auxiliary Services and Campus Information Systems, who will recommend to the Divisional Vice Presidents’ Offices those channels appropriate to this policy. For new communications, Auxiliary Services will require University offices and departments to provide advance notification of bulk mailings (i.e., those in excess of 200 pieces); Auxiliary Services will consult with the Office of Campus Information Systems to assess the feasibility of using electronic media as an alternative. Print communications released through bulk mail should be prepared in a manner that qualifies for postal automation. Offices using external vendors to meet their print communication needs should also consult with CIS to explore alternative channels and the advantages of postal automation.

Contact
This policy is managed by:

Assistant VP for Information Technology Department of Information Technology
Rossey Hall, Room 58
Telephone: (201) 200-3350
Facsimile: (201) 200-2332 Email: it@njcu.edu

Related Documents
All content included in a communication published via any of the channels described herein is subject to the University policy on Responsible Use of Computing Resources. Where applicable, use of these channels must comply with the University policy on Email as Official Communications.

APPENDIX A