Mass emails to ALL students, faculty, and staff are restricted to those individuals who have been given access to the "Everyone" distribution lists. This protocol applies to individuals and departments that would like to communicate with larger segments of the college community but lack access to the "Everyone" distribution lists.

The following types of emails will not be sent:

• Advertising personal businesses, products, or services.
• Promoting political candidates or viewpoints.
• Commercial Advertising: Unless explicitly approved by the college's marketing/communications department.
• Spam or Unsolicited Bulk Email: Sending irrelevant or unwanted messages to recipients.
• Harassment or Discrimination: Sending messages that are offensive, discriminatory, or threatening.
• Chain Letters or Hoaxes: Forwarding chain letters or spreading misinformation.

Individuals and departments without access to the "Everyone" distribution list may request mass email distribution through designated sending offices. Please contact the offices via email.

Criteria for mass email requests to the City Tech Community:

• A minimum of three business days' notice is required, except for urgent matters.
• Information should pertain to a broad audience; messages intended for specific majors or interest groups are best shared via academic departments or targeted Navigate messages.
• College-wide announcements are generally limited to City Tech- or CUNY-sponsored events.
• Reminder emails are generally not sent.
• To avoid duplicate messages, all email requests for students must be submitted to and approved by the Office of Student Affairs and Enrollment Management.
• Sending departments have the right to make the final decision on dissemination of requests.

Guidelines for mass email requests:

• Subject line: Include a subject line that clearly states the topic, date, and time (if applicable).
• Formatting & Proofreading: Ensure your email is formatted and proofread before submission. Sending departments are not responsible for proofreading messages.
• Formatting & Proofreading: Ensure your email is formatted and proofread before submission. Sending departments are not responsible for proofreading messages.
• Email Body:
• Include event date, time, and location.
• Provide a concise description and relevant links.
• Optionally, embed an image (JPEG or PNG format).
• Contact Information: Include a contact name and email address at the bottom of your message.
• Attachments: File size must not exceed 1MB.

Email Distribution Categories

Sending Office	Types of Communications	Contact
Faculty Commons	General communications for faculty and staff, including events related to faculty governance, research and pedagogy, workshops, CFPs, and professional development opportunities. If you are participating in an off-campus event - an exhibition, book reading, conference talk, etc. - please submit to Faculty Commons News & Kudos for publication there, on the ticker, and in the Faculty Commons Monthly.	Shelley Smith and Mary Ann Biehl FacultyCommons@citytech.cuny.edu
Office of the President	Important college-wide announcements: messages from the president, emergency notifications, policy updates	Marilyn Morrison Marilyn.Morrison37@citytech.cuny.edu
Office of Student Affairs and Enrollment Management	Student-specific communications regarding academic and co-curricular activities, civil engagement, professional development and leadership opportunities, internships, grants, resources, and all other related communication supporting student development, agency, and engagement	Stephanie Roper Stephanie.roper57@citytech.cuny.edu Paola Garcia Sanchez PGarciaSanchez@citytech.cuny.edu
Office of Communications	College-wide announcements and events for faculty and staff Events can also be submitted for inclusion in the monthly newsletter.	Iris Fleischmann-Maenza communications@citytech.cuny.edu