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Email sent from a college-owned domain (beloit.edu) is an official mode of communication for the college.
Broadcast email is an unsolicited email of identical or substantially similar messages, sent quickly in large quantities, and is recognized as an efficient, cost-effective, and environmentally friendly use of technology for facilitating communication within the Beloit community.
A mailing list is a system that allows an email message to be sent to multiple addresses such that a recipient only sees an address representing the entire list in the To: field, without revealing the addresses of other recipients in the list.
A tag is an identifier between square brackets– i.e. [Event]– that is placed at the start of the email subject and is used to categorize the purpose of the message.
A topic is the subject of a message, or what recipients are asked, offered, or given. Most things have a single topic: “attend this event.” Some things have multiple topics: “audition to perform,” and, “purchase a ticket.”
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facstaff@beloit.edu includes all current faculty and staff, and emeriti faculty. Only faculty and staff can send emails to this address. Broadcast emails are sent immediately to the group with no moderation. It is recommended to use one of the tags listed above in the subject line.
students@beloit.edu includes all students. Anyone in the campus community can send emails to this address. All broadcast emails will be held for moderation and reviewed during College business hours before being sent to the group. The tags A tag listed above are is required, and the emails without a valid tag will be rejected. By default, students will be sent a daily digest message once daily, listing all approved messages that have been added to the group.
stualert@beloit.edu includes all students. Only permitted individuals/offices can send emails to this address. Broadcast emails are sent immediately to the group with no moderation. It is recommended to use one of the tags listed above in the subject line. This mailing list should only be used for emergency communications, urgent health/safety issues, or important College business that affects the entire campus.
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Messages must be sent from a beloit.edu email address.
Messages must should begin the subject line with one of the following tags: [Safety], [Opportunity], [Event], [Services], or [Institution] followed by the email subject. Tags are required for the students@beloit.edu list.
Messages should be clear and concise. The body text should provide only the information relevant to all recipients. Additional information or details, if needed, should be provided through a web link in the text to an authoritative source. For example, the beloit.edu website calendar for events.
Events promoted in mailing lists must first be added to the website calendar before any messages are sent.
Messages must be accessible by screen readers with all information available in the message text. If images are used, the "alt" attribute for each image must be properly descriptive.
A maximum of three (3) messages may be sent each term about a given topic to each audience.
Repeat messages must be sent at least one week after the previous message.
The limit applies to everyone sending a message about a topic. Exceeding a total of three messages on the same topic from all senders collectively is not permitted.
A single additional message to correct inaccurate information in a prior message, due to a typo or a change in circumstances, may be sent immediately and does not count towards the sending limit. Please proofread each message you send to avoid needing an additional message.
For topics sharing a common theme, like a series of events tied to a residency, it is encouraged to promote the topics together in a single first message, then promote each topic together or individually in a second message(s).
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September 2020 - Initial policy implementation
November 2023 - Moved from mailman listserv to Google Groups for facstaff email list and simplified the guidelines.
March 2024 - Moved from mailman listserv to Google Groups for students email list and updated policy.