Policy Owner: University Marketing & Communications
Policy Contacts: Mike Bulthaus, Associate Vice Chancellor, University Marketing (mbulthaus@wustl.edu), Kedra Tolson, Associate Vice Chancellor, University Communications (kedra@wustl.edu)
Effective Date: January 1, 2026
Purpose
Email is one of the most effective, cost-efficient communication tools available to distribute important messages quickly to members of the WashU community. When used to communicate with the entire university community or large subsets of which (e.g., all students, all staff, all faculty), it can also be overused, which leads to diminished effectiveness. This policy seeks to better manage such communications in order to streamline processes and provide best practices for large-scale email, with an ultimate goal of creating more effective channels and preventing user burnout.
In partnership with the Office of the Chancellor, University Marketing & Communications has primary responsibility for maintaining this policy.
Audience
All WashU students, faculty and staff
Scope
Applies to any mass email sent broadly to members of the WashU community, per the definitions below.
Definitions
Mass emails are defined as emails to the following groups, or any combination thereof:
- University-wide
- All faculty, students and staff on all campuses
- Campus-wide
- All faculty, students and staff on Danforth Campus, which typically includes North, South, West, Tyson and other “off-campus” locations
- All faculty, students and staff on Medical Campus, including “off-campus” locations
- All faculty on one or more campus
- All students on one or more campus
- All staff on one or more campus
- School-wide to Danforth Campus schools
Policy Statement
Mass emails to the university community must be considered carefully and used sparingly. They should be the exception rather than the rule to ensure that critical messages are opened and read, and that, if necessary, appropriate action can be taken.
Procedures
A message must meet at least one of the following criteria in order to be approved as a mass email:
- Sent by the chancellor, provost or another member of the chancellor’s cabinet, or other individuals or departments at the chancellor’s discretion
- Contains information the target audience(s) need to know (e.g., emergency communication, widespread cybersecurity threat, significant disruption to campus, major university event or activity, etc.), as determined by the Office of the Chancellor, Chief Information Officer, Human Resources, University Marketing & Communications, or WashU Emergency Management
- Email should not be relied on as the sole or primary method of communicating during an emergency or crisis.
- Is required by law (e.g., Clery Act notifications, benefits retirement plans or summary of annual reports)
- Is required through a WashU policy or compliance mandate (e.g., flu vaccine policy or harassment training requirements)
Message content must be reviewed by appropriate stakeholders, including Office of the Chancellor, Chief Information Officer, Human Resources, University Marketing & Communications, or WashU Emergency Management. If a message’s content pertains to the Medical Campus in a distinct or uniquely relevant way, or if the sender determines that Medical Campus input is appropriate, the sender should consult with a senior leader from the Dean’s Office or Medical Marketing and Communications before distribution.
Nothing in this policy prevents the faculty senate or faculty senate council from communicating via email with senate members of the faculty.
Responsibilities
Approval Process
The following structure is in place for approval of mass emails that meet the criteria above.
| Audience | Approved by |
| University-wide All students, faculty and staff Danforth and Medical Campuses | Chief Information Officer, Emergency Management, or University Marketing & Communications |
| Danforth Campus All students, faculty and staff Includes North, West and Tyson Campuses, and “off-campus” distribution groups | Emergency Management, University Marketing & Communications, Chief Information Officer, or WUPD |
| Medical Campus All School of Medicine students, faculty and/or staff | Dean’s Office, Emergency Management, Medical Marketing & Communications, Protective Services, or Chief Information Officer |
| All employees Danforth Campus, Medical Campus or both | Human Resources |
| Danforth Campus – Students only | Office of Student Affairs and/or University Registrar |
| Danforth Campus – Faculty only | Office of the Provost |
| Danforth Campus Schools All students, faculty and/or staff | At the discretion of deans |
Compliance
Unapproved emails will not be sent. For messages that do not meet the criteria represented in this policy, other options for sharing information are listed here.
Alternatives to Mass Email
Should a message not meet the criteria for mass email distribution, senders may wish to consider the following options for communicating with a target audience at the department or unit level as appropriate. Some options to consider are:
- Post information on individual department, center or unit websites, (Examples: ITstatus.wustl.edu; facilities.wustl.edu; parking.wustl.edu; diningservices.wustl.edu)
- Send a message or newsletter to targeted distribution groups managed within their unit
- See WashU IT website for information about listservs and other mass communication tools
- Share information on unit- or department-level social media or other channels (e.g., digital signage)
- Other direct communications (e.g., mass text alert)
Websites and text alerts are generally more reliable for mass communications during an emergency or crisis.
Policy History
Tip: Include revision dates, noting specific updates made to policy for each revision.
| Date of Revision | Details on the revisions |
| November 1, 2024 | Policy adopted |