Today @ Colorado State has been replaced by SOURCE. This site exists as an archive of Today @ Colorado State stories between January 1, 2009 and September 8, 2014.

Interacting with Today

Moderated Faculty/Staff Email Lists

January 2009

Faculty and staff email lists are available for communicating with specific groups of employees. The lists are tightly moderated and their use is restricted.

  • All faculty and staff may submit messages to the lists.
  • Messages submitted to the lists are moderated for content; however, the sender is responsible for accuracy of the information submitted (dates, times, phone numbers, grammar, and punctuation). [more information]
  • Multiple copies of messages will be rejected, and a message may be sent to only one list. Content must be specific to the selected audience and relevant to all members of the selected audience.
  • Messages that are relevant to more than one audience should be submitted to Today@ColoradoState or posted on the University Event Calendar.

List Audience Address How the List is Populated
GenFac Academic Faculty and Administrative Professionals Lists are generated based on EID and HR data. No opt-in is required; there is no opt-out.
AcadFac Academic Faculty
AdminPro Administrative Professionals
StateClass State Classified Personnel
DeptSect Department Secretaries Lists are generated based on data on in the Oracle Human Resource Management System (see the HRMS User Guide, section 5).
DDD Deans, Directors, Department Heads

Message Moderation

Messages submitted to faculty/staff campus email lists are moderated twice a day (morning and afternoon) by the Department of Web Communications. Messages must by submitted by 2 p.m. to be moderated on the same day. Messages are not moderated when the University is closed.

Guidelines for All Faculty/Staff Campus email Lists

  • Message Format: Messages should be sent using plain text only. Messages containing HTML or Rich Text format will be rejected by the mail program. [more information]
  • Message Topic: Colorado State University applies the rules set down in the Federal Private Express Statutes for moderating the faculty/staff campus email lists. In summary, the content must be "the business of the agency" and not contain commercial advertising, religious or political editorials or solicitations, or unlawful or obscene material.
  • Message Content and Length: Messages should be concise, to the point, and include a point of contact for more information.
    • Events, activities, lectures, discussions, and similar announcements that target a single list audience are acceptable. All other events should be posted to the University Event Calendar or the Working at CSU Calendar.
    • Employment opportunities and open positions should be posted using the services offered by Human Resource Services. Exceptions must be approved at the VP level.
  • Spelling, Grammar, Accuracy, and Readability: The sender is responsible for spelling, grammar, and accuracy of names, titles, dates, etc. Moderators do spot-checks but do not line edit submissions.
  • Email Etiquette: Avoid sending messages in all capital letters and use only commonly known abbreviations and acronyms. Messages that contain libel, slander, or obscenities will be rejected.
  • Subject Line: Messages must contain a subject line (a short, relevant sentence is appropriate); avoid using all caps.
  • Signature: Include a brief signature so recipients know who the message is from and who to contact for more information.
  • Attachments: Messages sent to the faculty/staff campus email lists cannot contain attachments.
  • Retracting, Editing: Messages sent to the faculty/staff campus email lists cannot be retracted or edited.

Composing Plain Text Messages

Why plain text? It is important that all recipients receive a readable message, including those using mobile devices and non-html email clients.

  1. Composing in MS Word
    After creating your document, from the File menu select "Save As." You will then be presented with a dialog box like the one below. From the "Save as type" dropdown you should select Plain Text (*.txt). Then click on “Save”. You will then be presented with another dialog box like the one below. Be sure that "Text encoding" is set to "Windows (default)" and that you have clicked on "Allow character substitution."

     After saving the file, close the current document and reopen the .txt version. The text can then be selected, copied, and pasted into your email. Be sure you selected the Plain Text option in your email client.
  1. Notepad
    Microsoft Windows comes with a program called "Notepad." This program will, by default, create plain text files. You can copy and paste your information from a Word document into Notepad or you can type the text directly into Notepad. The file must then be saved with a ".txt" extension.

    After saving the file, close the current document and reopen the .txt version. The text can then be selected, copied, and pasted into your email. Be sure you selected the Plain Text option in your email client.

    The shortcut for Notepad is usually located in the "Accessories" folder of your main "Programs" menu.

Because plain-text emails are harder to read, it is helpful to break your message into chunks that are easy to skim and scan. Characters like (*) or (-) can be used to make bullet points and (======) as section separators. Other than for headers and subheaders, do not use ALL CAPS in the body of the message.

For information on sending messages to groups of students, see RamMAIL.