Campus Email Guide
Marketing & Communications

Effective email communication ensures messages are clear, relevant, and engaging. Follow these guidelines to improve readability and impact:

Structuring your email

• Use clear subject lines that reflect your message.
• Keep paragraphs short and scannable for easy reading.
• Include a single call-to-action (CTA) to direct users effectively.
• Use branded email signatures to maintain FLC’s identity.

Emma ensures professional, brand-aligned email communication with custom FLC templates for announcements, newsletters, and departmental outreach.

Getting started with Emma

1. Complete digital accessibility training (required for all users).
2. Request an account – Contact Scott Kadera at kadera_s@fortlewis.edu.
3. Attend Emma training – Learn to create effective, engaging emails.
4. Login to Emma – Use your FLC credentials to access your department’s subaccount.

• Email signature blocks – Maintain a professional, consistent FLC identity.
• Branded templates – Use pre-designed FLC templates for events, updates, and newsletters.
• Letterhead & stationery – Download official FLC branding materials.

Access branded email resources

FLC Insight is a weekly student newsletter distributed every Monday during the semester. It consolidates messages and announcements from offices across campus, reducing email fatigue and ensuring clear, consistent communication.

Distributed to

All current FLC students

Frequency

Every Monday morning during the semester

Moderation

Asunta Barone, Student Communications Specialist, compiles and edits all submissions for clarity and consistency before distribution.

Submissions

• Contributions are solicited weekly through the FLC current student communications listserv.
• Content is uploaded to the FLC current student communications SharePoint.

Appropriate content includes

• Upcoming deadlines (week of or week before)
• Important announcements or policy changes (e.g., dining hall service changes)
• Changes to office locations, hours, or service offerings
• New programs, services, or grand openings
• Upcoming closures or temporary relocations
• Health and safety announcements

Does not include

• Event announcements (with rare exceptions)
• General office information without a timely call to action
• Repeated information

The Fort Report is a biweekly newsletter featuring the latest news about campus happenings and alumni accomplishments. Some articles and videos are produced in-house by the MarComm team, while others are sourced from media outlets nationwide.

Distributed to

Current employees, students, alumni, family members, and friends of FLC

Frequency

Every other Wednesday during the semester, with occasional editions over breaks

Moderation

The media relations strategist compiles news clips and coordinates FLC stories for release through The Fort Report.

Submissions

Have a story tip? Submit your idea to the team for consideration.

Appropriate content includes

• Media mentions related to FLC
• Student, faculty, staff, and alumni awards, interviews, and published research
• Job promotions, community service, donations, and grants

Does not include

• Event promotion
• Content without an associated hyperlink (The Fort Report is a news digest, not a bulletin)

Bulletin Board is a weekly newsletter featuring upcoming events and activities for the FLC community. Events are pulled directly from the FLC event calendar and SkyHub to ensure students stay informed about campus happenings.

Frequency

Every Friday morning during the semester

Moderation

The event and conference coordinator compiles and edits all contributions for clarity and consistency before sending the newsletter.

Submissions

Events are pulled every Thursday from the FLC event calendar (25Live) and SkyHub.
To be included, events must be submitted to one of these platforms in advance.

Appropriate content includes

• Campus-wide events
• Community events for FLC students
• Lectures and guest speakers
• Departmental activities

Does not include

• Events not open to the public
• Repeated events
• Club meetings

This list is intended for disseminating information among College employees related to the College's general business.

Distributed to

All employees with electronic mail accounts automatically subscribe to FLC-Official at the beginning of each semester.

Moderation

The Media Relations Strategist and director of Marketing & Communications moderates and approves messages for release to FLC-Official. Moderation is not guaranteed outside of regular business hours.

Submission

Craft your subject line and email body as though you were addressing employees directly (do not write to the moderator in your message or subject line, e.g., “Please send my email to employees”). Type into the To field “FLC-Official” and select the suggested contact that auto-populates. Upon hitting Send, you will receive an auto-generated email from the listserv asking you to confirm the message did originate from you; click the URL to send the message to the moderator for approval.

The moderator releases appropriate messages to the list; rejected messages are returned to the poster. Replies to list postings will be routed to the original poster, not to the list, and not to the list moderator.

Appropriate content may include

• Faculty Assembly, Executive Council, or Employee Council minutes and proceedings
• Academic advising, registration, student billing, financial aid, graduation, or other administrative information of a general nature
• Road, parking lot, or building closures and safety notices
• Utility service interruptions
• Information Technology system changes or downtime
• Policy changes
• Faculty/staff enrichment or training opportunities
• Fort Lewis College Foundation major fundraising events
• Mandated regulations
• Campus events are open to the entire campus community and may also be available to the public. This could include FLC fundraising events.

Does not include

• Events other than those listed above
• Personal "classified ads"
• Promotion of political or religious views
• Non-FLC fundraising
• Complaints

The weekly FLC Insight newsletter is the primary source of content distributed to students through this listserv. This list can be used for emergency communications, with approval from the President’s Office, or in collaboration with MarComm.

Distributed to

All currently and recently enrolled students with electronic mail accounts are automatically subscribed to FLC-Student-Official at the beginning of each semester.

Moderation

The Media Relations Strategist moderates and approves messages for release to FLC-Student-Official. Moderation is not guaranteed outside of normal business hours.

Submissions

FLC Insight is the best way to share information with students via email; please refer to the FLC Insight newsletter section for how to submit content. Contact the FLC Media Relations Strategist or Director of Marketing & Communications for approval if you need to email students through the FLC-Student-Official listserv.

These lists are intended for disseminating faculty- or staff-specific information that relates to the general business of the College.

Distributed to

Faculty are automatically subscribed to FLC-Faculty at the beginning of each semester; Staff are automatically subscribed to FLC-Staff at the beginning of each semester

Moderation

Representatives from Faculty Senate and Staff Council moderate and approve messages for release to FLC-Faculty and FLC-Staff. Moderation is not guaranteed outside of normal business hours.

Submissions

Craft your subject line and email body as though you were addressing faculty or staff directly (do not write to the moderator in your message or subject line e.g. “Please send my email to students”). Type into the To field “FLC-Faculty” or “FLC-Staff” and select the suggested contact that auto-populates. Upon hitting Send, you will receive an auto-generated email from the listserv asking you to confirm the message did originate from you; click the URL to send the message to the moderator for approval.

Content

Appropriate messages are released by the moderator to the list. Replies to list postings will be routed to the original poster, not to the list and not to the list moderator.

Participation in the FLC-Announce list is voluntary, and therefore there are fewer restrictions on its use.

• Subscribe or unsubscribe to FLC-Announce
• Subscribe or unsubscribe to Classifieds

Distributed to

College employees

Moderation

FLC-Announce is not moderated by MarComm or any other department. Any list subscriber may post messages to the list.

Submissions

Craft your subject line and email body as though you were addressing employees directly. Type into the To field “FLC-Announce” and select the suggested contact that auto-populates. Send. FLC-Announce is distributed daily as a digest of announcements.

Appropriate content

Appropriate content relates to the intellectual, cultural, and professional activity of the College.

If you have announcements, services, job postings, or items for sale unrelated to the professional activity of the College, consider posting an FLC Classifieds ad.