All-Mail Communiqué Authority and Responsibility
Each of the University’s cabinet-level executives — the president, vice presidents, and chief information officer — and their offices or designees are authorized to issue University-wide e-mail, also known as “all-mail” messages. With this authority, they are responsible for creating and issuing Communiqués, which are official, University-wide announcements and statements communicating important, urgent, or material changes, developments, or policies in their respective areas. In addition, the Office of University Communications is also authorized to issue Communiqués that cover topics and announcements transcending the scope of responsibility of any one University cabinet-level department, such as emergency communications issued in conjunction with the Office of the President.
All-Mail Authoring and Issuance
Cabinet-level University executives may designate specific staff to create and send all-mail Communiqués on their behalf by submitting an Information and Technology Services Service Desk Request at www.csueastbay.edu/servicedesk, to grant authorization to access the Cascade Server CMS and send e-mail to the all-mail list. University policy requires the addition of the author and/or sender's initials to the bottom of each communiqué message to ensure an adequate electronic paper trail.
HTML Communiqué Templates
The preferred format for communiqués is HTML, which allows for standardized formatting that is readable across multiple devices and platforms. Web Services has created communiqué templates for all divisions within Cascade Server, the University's content management system (CMS) to generate and archive HTML-formatted communiqué messages. Once generated within the CMS, these HTML versions of communiqués can be viewed online and copied to an e-mail program to be sent to the all-mail list.
How to create, compose, and send HTML communiqués
- Log in to Cascade Server
- Navigate to the News > Newsletter > Communique folder and locate the folder for your division (by acronym).
- Create a new communiqué using the division template.
- Enter and format all message content, including author's initials and datestamp, then Submit to save.
- Publish the communiqué to the Web site.
- View the page in a Web browser and copy the content to send as an e-mail message.
Downloadable Communiqué Templates
If the CMS is unavailable, official communique templates are available for use in Microsoft Outlook (PC only). Iterations of this template, reflecting the names of the units authorized to issue Communiqués, are downloadable below.
Templates — for PC users, Outlook 2003/2007 only
- Academic Affairs
- Administration and Finance
- Information Technology Services
- Planning, Enrollment Management, and Student Affairs
- President's Office
- University Advancement
- University Communications
- Joint Administration & Finance and University Advancement Announcements
How to create, compose, and send Communiqués from a PC
- Download a Communiqués file from above, save it to the Desktop and unzip the files.
- From Outlook, click the Tools menu, click Forms, and then click Choose Form.
- Click the Look in box, and select Desktop from the drop-down list.
- Click on Browse and scroll down to the folder where the files were unzipped.
- Select the template, and then click Open.
- Enter the communique content, including author's initials and the date at the bottom of the message, add the e-mail list address to the To line, put your e-mail address in place of [firstname.lastname@example.org], add an appropriate Subject, and Send.
For Mac users
Mac users should use the CMS communique process above. There are currently no downloadable templates compatible with Mac e-mail programs. Older templates for Microsoft Entourage may continue to be used but are no longer supported.
Technical Assistance and Questions
For technical assistance, submit an Information and Technology Services Service Desk Request at www.csueastbay.edu/servicedesk. For additional Communiqués guidance and policy information, please contact the Office of University Communications.