Campuswide Announcement Guidelines

Campuswide Announcements (CWAs) are reserved for high-priority, university-level messages to all faculty, staff, and/or students. CWAs are sent sparingly and require approval from the Vice President or Vice Provost of the unit sending the message. Announcements intended for faculty and/or staff generally require the recipients to take action. Campuswide student messages are primarily reserved for major updates (e.g., policy changes, messages from leadership). CWAs are not intended for subgroups of faculty, staff, or students within a specific college, department, or affinity group.

Submission Requirements:

  • All requests must be submitted via the [Campuswide Announcement Request Form]
  • Please submit only fully proofed, final drafts. Submitters are responsible for:
    • Proofreading, which includes verifying that all links are final and direct to the correct destination
    • Securing Vice President or Vice Provost edits and approval. NOTE: This approval must be secured before submission.

A final formatted version will be shared with the submitting individual and the department/unit-level vice president or vice provost for final review prior to distribution.

Timing:

    • Requests should be submitted a minimum one week in advance of the requested distribution date and time
    • Departments/Units are encouraged to plan as far ahead as possible

Exceptions:

Reserved for unforeseen circumstances when it is impossible to provide the required one-week advance notice. Two options:

Option 1: Urgent - Requires at least 48 hours’ notice

  • All requirements for submission requests must be adhered to PLUS the request must be clearly marked urgent in the form’s notes section AND emailed to Rebecca Cox (rcox65@kennesaw.edu).
  • Rationale, included on the form, as to why this message is an exception to the standard submission timeline.

Option 2: Emergency - Send that needs to go out with less than 48 hours’ notice

  • Direct notification from the unit/department-level VP to the Vice President of Strategic Communications and Marketing
  • All requirements for submission requests must be adhered to PLUS the request must be clearly marked urgent on the form’s notes section AND emailed to Rebecca Cox (rcox65@kennesaw.edu) 

Additional Notes:

  • You’ll receive a receipt of submission and a follow-up within 48 business hours (sooner if the request is marked as urgent or an emergency)
  • If another department has a scheduled message on your requested distribution date, Internal Communications may suggest alternative send dates/times to avoid overlap
  • If it is determined that a Campuswide Announcement is not the appropriate medium for your message, you will be notified within two business days with recommendations for other options. Please note, the majority of messages should go through The Weekly Feed

Please contact ksucommunication@kennesaw.edu with any questions.