To better align with CU systemwide policy APS 6002 and to streamline and target campus communications, CU Anschutz adopted policy 3019A in March 2023.
Under the policy, messages sent to the entire campus are not permitted unless they meet specific guidelines and have leadership-level approval. This includes messages sent through CU the CU eComm program and Outlook Listservs.
Events are to be promoted via the campus events calendar. Students and employees can view posted events and sign up for email updates on specific events or event categories.
Electronic communications may not be sent campuswide without Chancellor, Executive Vice Chancellor or Vice Chancellor approval.
Campuswide electronic communications also require CU Anschutz Office of Communications review (Vice Chancellor of Marketing and Communications or Delegate) and alignment with campus communications strategy.
Controlling the Assault of Non-Solicited Pornography and Marketing Act (CAN-SPAM), is a 2003 act of Congress that sets federal regulations on the acceptable use of email communications. Certain requirements must be met for email communications to be considered permissible under the law.
Violations of CAN-SPAM can result in the Federal Trade Commission imposing a fine of up to $46,517 per email violation.
The eComm program is the only email communication tool that complies with CAN-SPAM. Third-party tools for commercial email communications are not permitted and place CU Anschutz in violation of federal law.
EMAIL & ECOMM TOOLS
Please submit the new user interest form and an eComm specialist will reach out in 3-5 business days to better understand your communication needs and assess whether eComm might be a good fit for your unit.
No, third-party tools such as MailChimp, Constant Contact, etc. are not permitted. Such tools violate federal law (CAN-SPAM legislation) and expose university systems and information to potentially harmful risks.
The CU eComm program is the
CU system’s official solution for email marketing and event management. The program provides digital tools that are secure and compliant with university policy and federal law. The program draws updated
data from across the university’s source database systems. Professional templates help ensure your communications meet branding and accessibility standards.
If you are a current eComm user, please submit a service ticket and an eComm specialist will reach out to schedule a consultation.
If you do not have an eComm license, please reach out to your unit’s or school’s/college’s communication team for assistance.
Formstack is a form building and data collection tool that can be used to accomplish a wide variety of tasks, including the creation of a subscription forms. To request a Formstack account, please fill out this form.
Listservs are not considered the best practice for communicating important information via email. Emails sent through a listserv are far more likely to be marked as junk or spam, sometimes even causing the email address to get blocked.
Listservs also require time-consuming manual list updates, and they don’t allow the sender to segment/target the audience or track important metrics like open rates.
Adopting more up-to-date digital technologies will allow teams to be more effective in communicating important information via email while streamlining the number of all-campus emails.
Contact OIT for more on listservs and listserv alternatives.
Submit an event for the events calendar using the submission form, or if you are responsible for regularly planning or promoting university events, contact email@example.com to learn more about becoming an Event Administrator for your unit and getting more out of the calendar.
Please note decisions to include specific information in communications vehicles are at the discretion of the staff member who manages that vehicle.
Find a listing of campus communicators by unit here.
Contact your unit communications director for information about current social media platforms in place. Please note decisions to post/share/engage with specific information on social media platforms are at the discretion of the staff member who manages those social media channels.
Find information on campus social media platforms and guidance on getting started with social media here.