Mailing Lists

This policy sets out the guidelines and the procedure for the use of three mailing lists:

• allfaculty@cca.edu: Includes all faculty who are actively employed (regardless of current teaching status).
• allstudents@cca.edu: Includes all degree-seeking students. Includes incoming new degree-seeking and pre-college students beginning 1 month prior to the first day of their first semester. Does not include continuing education students.
• allstaff@cca.edu: Includes all regular and temporary staff.

Membership in these lists are maintained through automation, based on an individual’s status in Workday. No individual meeting any of the above criteria may opt out.

On request, CCA staff who do not meet the above criteria for a list can be manually added, when appropriate for that staff member to be informed of emails sent to that particular audience (e.g. a staff member in Academic Affairs requests to be added to the allfaculty@cca.edu mailing list). These requests can be made to the Help Desk, and List Owners will be made aware when someone is manually added to a list.

Guidelines for Use

Many consider the use of broadcast emails spam, so this medium should be used carefully and conservatively to maximize the impact of important messages. Use should be restricted to the communication of:

• official college business that impacts everyone on that particular list
• vital information that affects a large number of faculty, staff, and/or students, i.e. power outages, mechanical systems failures, and other emergencies, last minute or urgent changes to the academic calendar.

List Owners

Each list has an owner, designated below, who is authorized to send emails to their list, as well as authorize other staff at the college to send emails to their list.

• The Provost (or designated representative) is considered the owner of the allfaculty@cca.edu list.
• The Vice President for Student Affairs (or designated representative) is considered the owner of the allstudents@cca.edu.
• The Vice President of Human Resources is considered the owner of the allstaff@cca.edu list.

Requests for authorization to send to these lists may be made to the Help Desk at helpdesk@cca.edu, with the list owner on copy to document their approval.

The President and their designated representatives are able to send to all three lists.

In case of community-wide time sensitive or emergency notification, select offices may be given conditional posting rights to these lists.

Alternative Methods for Community Announcements

The following alternatives are available for communicating announcements to the community that do not meet the criteria above.

• The CCA Portal can be used to share information widely with staff, faculty and students.
• Events can be added to the Events Calendar.
• Academic programs and administrative departments may develop their own internal and external mailing lists. For more information, contact the Help Desk at helpdesk@cca.edu.
• Announcements for staff and/or faculty can be included in the HR News email. Contact hr@cca.edu for more information.
• Announcements for all students can be included in the Student Affairs weekly newsletter. Contact vp-studentaffairs@cca.edu for more information.