In partnership with the Student Activities Office, the Carleton Student Association manages an all-campus email announcement system, to which all students are automatically subscribed. This system is available to currently enrolled Carleton students and CSA chartered student organizations, as well as any Carleton-affiliated department, to distribute current announcements and relevant links. Content distributed within the CSA Campus Announcement system do not necessarily reflect the views of Carleton College or its employees. Please see below for submission instructions, guidelines, and prohibited content.

Twice a week, a single message containing all of the recently submitted announcements is sent out to all subscribers. If you have already read the guidelines and would like to submit an announcement, you can scroll to the bottom of this page for the instructions. 

If you would like to be added to the group that receives the “Campus Announcements” email twice a week, please email the CSA Secretary.

Usage Guidelines

Introduction

The following rules are intended to be the guidelines to ensure the smooth operation of the CSA Campus Announcement email system.

Purpose of the System

The CSA Campus Announcement email system provides a method to share relevant campus information directly with the campus community. It is intended to serve as an efficient method of communication as a way to promote campus events. The system was developed for use primarily by student organizations, but also by academic and college departments, to announce events that concern a wide portion of the student body. It is also intended that the system will reduce our reliance on print media and help Carleton become more environmentally friendly.

System Management

The CSA Secretary works collaboratively with the Student Activities Office in monitoring and approving submissions for distribution. All submissions must adhere to the guidelines outlined below. Submissions outside these guidelines will not be approved.

Submission Guidelines

Required Formatting

  • Word Limit: Each announcement submitted to the Campus Announcement email system must contain 250 characters or less. This ensures concise and focused communication.
  • Mandatory TLDR/BLUF: At the beginning of each announcement, a “Too Long; Didn’t Read” (TLDR) or “Bottom Line Up Front” (BLUF) section is required. This section should include the following essential details:
    • Name of Event: Clearly state the title of the event or activity.
    • Name of responsible party: Include the name of those responsible for the event or activity (i.e., student organization, individual student, office/department, etc.)
    • Time/Date: Specify when the event or activity will take place.
    • Location: Indicate where the event or activity will be held.
    • Registration Links: Provide a link for registration, if required.

Who may use it?

The system is available to currently enrolled Carleton students, CSA chartered organizations in good standing, and Carleton-affiliated departments, whose submission(s) meets system guidelines.

When should you send an announcement?

  • The system sends emails twice a week: Sunday and Wednesday evenings. 
  • Submissions are due at 11:59 p.m. on Tuesdays and Saturdays.
  • Messages submitted between Wednesday and Saturday will be included in the Sunday evening edition of the CSA Campus Announcement email. This would be a good opportunity to include events happening during the week.
  • Messages submitted between Sunday and Tuesday will be sent in the Wednesday evening edition of the CSA Campus Announcement email. This would be a good opportunity to include events happening during the weekend.

What can it be used for?

  • The system can be used for announcements of events or activities sponsored by Carleton student organizations or departments, that appeal to a significant portion of the student body. Submissions should focus on “special” events or activities and not be used to promote general meetings or ongoing activities.
  • Examples of permitted submissions include, one-time events such as speakers of note, important panel discussions, and upcoming committee meetings where an important discussion will be held. The announcement of the first meeting of a newly formed student organization is also considered acceptable, but not before charter approval.

What can it not be used for?

  • The system should not be used to announce regularly scheduled meetings or to remind people of recurring events. It also cannot be used to make announcements of news items or distribute editorials or other opinion-based content.
  • Examples of forbidden announcements include: weekly student organization meetings, Comps presentation announcements, class projects or related surveys, recurring departmental seminar announcements (unless it is a “special” one of interest to a wide portion of the student body).
  • The system should not be used to promote the activities of any private or public business, including non-profit organizations, other than the 501(c)(3) held by Carleton College.
  • The system should not be used to promote a student-run service or privately owned business, including student-developed software applications, off-campus websites, and ride share programs.
  • The system should not be used to promote activity inconsistent with Carleton’s Community Standards, or in violation of local, State, or Federal laws.
  • The system should not be used to promote any form of fundraising by chartered student organizations, except those that receive permission from the Director of Student Activities Office AND is in compliance with Carleton’s fundraising policy. Student fundraising is defined as any on-campus or off-campus student-run activities, designed to generate revenue or materials through donations or the direct sale of merchandise or service.
  • The system should not be used to sell or buy personal items or solicit funding for personal projects, trips, or activities.
  • The system should not be used to promote the activity of a proposed or future student organization until a charter is granted by CSA and the College.

Operating Rules of the System

  • All currently enrolled Carleton students are automatically added to the bi-weekly email distribution list. However, students have the ability to “unsubscribe” from the system at any time. Instructions on how to unsubscribe are found below.
  • Every Campus Announcement email includes a link at the bottom of the message detailing how to unsubscribe from the system.
  • The email should be sent out regularly, at intervals determined by Senate. The deadline for submission of material to be included in the email shall likewise be determined by Senate.
  • All material that meets the deadline for submissions must be approved or rejected prior to the email being sent.
  • Student organizations are encouraged to use the system conservatively, and overuse shall be a basis for rejection of submissions, as determined by the CSA Secretary. Academic and administrative departments of the College should limit their use of the system to approximately one message per term.

Recommendations for Accessible Email Communications

  • Content Accessibility
    • Text-Based Information: It is highly recommended to include all key information in the body of the email as text, rather than solely in images or PDFs, which ensures accessibility for individuals using e-readers. Additionally, text-based information facilitates easier copying and pasting of links or details.
  • Formatting for Clarity
    • Hyperlink Presentation: Hyperlinks should be the only text that is underlined in emails. This aligns with standard expectations and avoids confusion. For emphasis, consider using bold or italics instead.
    • Color Usage in Hyperlinks: Reserve the use of blue text exclusively for hyperlinks. This maintains consistency and clarity in identifying links.
    • Font Sizes: Limit the use of different font sizes to one or two variations. This ensures readability and maintains a professional and organized appearance.
    • Color Palette: When using colors, avoid overly bright or light shades that may be difficult to read. A simpler color palette enhances readability for all users.

Further Guidelines

  • The first email of every term will be an opportunity for all CSA chartered organizations to promote their organization. Unlike in regular emails, each group’s entry will be limited to a “one-liner” along with a link to their own mailing list and web page. Normal announcements of events can also be included in this e-mail in the regular fashion outlined above.

Sending an Announcement

With the transition to Google Groups, Campus Announcements now has two ways to submit to the email system.

Submit by Email

The easiest way to submit is to send an email directly to campus_announcements@carleton.edu.

Please note, your entire email message will then be sent to the moderators to review. This includes your email signature. Before sending your email, consider removing all text from the email except that you want posted to Campus Announcements. The subject line of your email will be used as the “one-liner” at the top of the emails.

Your email will then be sent to the moderators for review.

Submit through Google Groups

Another option to submit to the Campus Announcement emails is through the Google Groups website itself. Please just follow the steps below.

  1. Go to groups.carleton.edu
  2. Login with your Carleton credentials
  3. Select “My groups”
  4. Click on “campus_announcements@carleton.edu”
  5. Click on the red button near the top of the page “NEW TOPIC”
  6. Enter subject and body of your message.
  7. When your post is complete, click “POST” and it will be sent to the moderators for review.

Unsubscribing from the Campus Announcement Emails

If you would like to no longer receive these Campus Announcement emails, please follow the steps below. Please note, although you cannot formally unsubscribe, you can change your setting to no longer receive the emails.

  1. Go to groups.carleton.edu
  2. Login with your Carleton credentials
  3. Select “My groups”
  4. Click on “campus_announcements@carleton.edu”
  5. Click on the “My settings” icon in the upper right corner of the page
  6. Click “Membership and email settings”
  7. When the box appears, change your “Email delivery preference” to “Don’t send email updates” from the drop down menu
  8. Click “Save” in the blue box

If you change your mind and want to start receiving messages again, repeat the process and change your delivery option from “No mail” back to “Abridged.”