/ SouthSeattleCommunity College
Information Technology Services
Administrative Procedure

Administrative Procedure:

Official SSCC Campus Communications via Email and Voicemail

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Procedure Number:

SSCC - ITS- 009
Board Policy / Adopted by
President’s Cabinet 3/13/2007
Applicable WAC/RCW: / Page 1 of 2

Purpose

In order to better manage the college’s official email and voice mail communication with its employees, this procedure outlines who has authority to send messages to the restricted “official” email and voicemail distribution lists.

Official Campus Communication Classifications

There are three classes of “official” email / voicemail communications.

  • Class A messages are typically campus closure notifications or urgent personal safety notifications;
  • Class B messages are typically services related notifications focusing on power, computer networks and other utilities;
  • Class C messages are typically campus operation information items.

Authorized Senders of Official Campus Communications

  • Class A messages will usually be generated out of the campus president’s office. The campus President (or delegate); the Executive Assistant to the President; and the AdministrativeAssistant to the VP of Instruction will have authority to create and transmit these messages to the campus community via the official email and voicemail distribution lists.
  • Class B messages will usually be generated out of the VP of Administrative Services office; the Public Information Office (PIO);or the President’s Office. Authority to send these messages may be delegated to: the Director of Communications; the Communications ConsultantIII in PIO; and the Director of Information Technology Services.
  • Class C messages will usually be generated out of PIO. Authority to send these messages may be delegated to: the Director of Communications; the Communications Consultant III in PIO; the Executive Assistant to the President; the Administrative Assistant to the VP of Instruction; and the Director of Information Technology Services.

Procedure

Any voicemail or email communication request that needs to be sent via the “official” distribution lists must fit into one of the three above-listed classifications. Responsibility for the content and suitability of these messages is the responsibility of the generating office as described above.

If the message is authorized to be sent to all campus employees via email or voicemail, the responsible parties or their delegates will create-and-transmit or forward the message to the campus recipients utilizing a set of simple step-by-step instructions that has been provided to them.

Access rights for the email distribution lists are controlled by the District E-mail System Administrator. Access rights to the voice mail distribution list are managed by the college’s PIO office. It is the responsibility of the PIO office to ensure that the names of all responsible parties and their delegates are provided to the appropriate authority.

Employees are free to manage their incoming email stream as they see fit. However, the “official” distribution list is designed to provide employees with timely information regarding campus operation. For safety and security reasons, employees are strongly discouraged from running automated routines that file or delete items that enter their in-box via this list.