Kellogg KSA Communications Guidelines

This Kellogg communications policy will assist students in appropriately and effectively promoting and communicating all activities within Kellogg to the general student population. It is designed to enable a free flow of information between students, providing all full-time students effective and equitable access to the tools for the dissemination of relevant information, but at the same time, designed to prevent the inappropriate use of communications media.

PRINT COMMUNICATIONS

Mailbox Stuffings

Bulletin Boards

Additional Areas

ON-LINE COMMUNICATIONS

Broadcast Emails

Kellogg Calendar

Kellogg Serial Announcements

Club and Conferences Directory

Organization Listservs

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PRINT COMMUNICATIONS

MAILBOX STUFFINGS

· Mailbox stuffings can be used to notify the student body of events and activities. There are no specific restrictions on mailbox stuffings, although KSA budgeting rules stipulate that only one mass mailbox stuffing per organization per quarter may be funded by the KSA.

· External agencies and organizations must obtain permission from Carole Cahill
(c-cahill@kellogg.northwestern.edu), Assistant Dean of Facilities, to stuff student mailboxes, and all stuffings must be at their own expense.

BULLETIN BOARDS
There are two major bulletin board areas for posting.

The KSA maintains authority over all bulletin boards (except the Administration bulletin board).

First Floor (Jacobs Center) Bulletin Boards:

· The bulletin boards immediately inside the west doors of the Jacobs Center are limited to Administration and KSA Executive Committee/Board announcements. Access to the KSA Executive Committee/Board bulletin board can be obtained by contacting the KSA President.

· The middle two bulletin boards on the first floor of the Jacobs Center are limited to (1) KSA Social and (2) KSA Club and Organizational announcements. Postings may be removed by the Executive Committee to make room for official KSA announcements.

· The bulletin boards at the far east end of the Jacobs Center (near the stained glass “Kellogg” logo), as well as the bulletin boards in resource room 157, are reserved for advertisements and non-Kellogg announcements.

Ground Floor (Jacobs Center) Bulletin Boards:

· All bulletin boards on the ground floor of the Jacobs Center may be used for both Kellogg-specific and non-Kellogg events and announcements. No advertisements may be placed on these bulletin boards.

· Postings of one group that dominate a bulletin board may be removed if they take up an unfair amount of space.

· Bulletin boards reserved for CMC-related materials and KIS-related materials have been clearly identified. No other items may be placed on these bulletin boards.

Other School Locations

· Banners/posters/signs that need to be posted in other areas of the school must have been approved by Carole Cahill
(c-cahill@kellogg.northwestern.edu), and are to be posted no more than five (5) working days prior to the event.

· The postings must be stamped by either Carole Cahill or Mariellen Gibson prior to posting. Their offices are both on the 2nd floor across from the CMC.

· Kellogg personnel will remove any postings that do not have the approval stamp and are not posted on a bulletin board.

· A maximum of 10 postings will be stamped per event.

· Per the administration, under NO circumstances shall banners/posters/signs/ be mounted anywhere except for bulletin boards in the main first floor hallway (between Student Affairs and the stained glass “Kellogg” logo), or anywhere on the Atrium stairwell.

· Under NO circumstances shall banners/posters/signs be mounted to glass, wood, or painted surfaces.

· Under NO circumstances shall banners/posters/signs be mounted to computers, monitors, printers, and other electronic equipment.

· Under NO circumstances shall helium balloons be brought into the building. If accidentally released into the top of the atrium, these balloons can trigger the fire gates to be lowered around the Atrium.

ADDITIONAL AREAS
Students are not permitted to post banners/ posters/signs anywhere inside the Jacobs Center aside from the above mentioned locations, unless special approval has been granted (see above). This policy is designed to maintain the professional image of the school by preventing the random placement of print communication, and to provide communication locations that are consistent and readily identifiable to the student body for the dissemination of information.

ON-LINE COMMUNICATIONS

BROADCAST E-MAILS TO CLASS LISTS

• Broadcast e-mails are used to communicate events, information, and emergency situations that pertain to the entire student body. Other information should be distributed via a club or section listserv. The class email listserv addresses are as follows. Each address below should be followed with "kellogg.northwestern.edu".
  • Both Class of 2009 and Class of 2010: class09and10@
  • Class of 2009 only: class09@
  • Class of 2010 only: class10@
  • 1Ys only: 1Yclass2009@
    
• Broadcast e-mails are limited to one per week per event/announcement. No more than six (6) broadcast e-mails may be sent for conferences, no more than four (4) broadcast e-mails may be sent for events requiring paid admission, and no more than three (3) broadcast e-mails may be sent for all other events.
• No broadcast e-mail will be sent out until the event has been entered into the Kellogg Calendar, accessible from the Kellogg Serial page.
• Each club is allowed one broadcast e-mail to the entire student body at the beginning of the school year to introduce the club to the student body and to invite interested students to an opening event. After that, club-specific communication (announcements, events) should occur via the club listserv.
• No commercial advertising will be sent out by broadcast e-mail, nor will it be posted on the Serial Announcements.
• The subject line of the e-mail should include: the name of the club/group organizing the event and a summary of the event details, including the date. For example, “Marketing Club: P&G Speaker 9/25”. Note: it is not sufficient for this information to be embedded in an image.
• The following examples are a few of the things that are not appropriate for broadcast e-mails: club-specific events or announcements, requests to help with surveys or research, results from contests, apartments for rent, etc.
• Messages will be limited to 150K in size. If you attempt to send a larger-sized message, the system will reject your message and notify you.
• Authorization of all broadcast e-mails will be made by a member of the Student Affairs office, who will read and approve all mass e-mails. Messages will be moderated at least three times each business day, and no messages will be moderated after 5 pm Friday and before 8:30 am Monday or on Northwestern University holidays.
• Section listservs (including 1Y and MMM section listservs) include only students and can only be sent to by people on the list. There are also MMM "class" listservs for each graduation year that include all appropriate students and relevant staff/faculty members. 

KELLOGG CALENDAR

The Kellogg Calendar should be used to notify students of all activities/events at Kellogg.

· Student clubs are strongly encouraged to enter all of their meetings and events.

• You can enter Kellogg Calendar events from the Serial. Under “Personal Communication”, the “Calendar” link will take you to the Kellogg Calendar. In the right upper-hand pull down menu, you can choose to enter/modify an event. If you are a co-chair and have privileges, your organization will show in the organization pull-down menu. If you have any questions, please forward them to kis-help@kellogg.northwestern.edu.
• You can enter an event as a tentative event. Click here for more information.

· The Student Affairs room reservation request form indicates that an event must be posted on the Calendar before a Jacobs Center room reservation can be made.

KELLOGG SERIAL ANNOUNCEMENTS

• Student and Club Announcements on the Kellogg Serial are used to supplement information on the Kellogg Calendar. To post an announcement, send an e-mail to the Serial Editor at serial@kellogg.northwestern.edu, providing a short description of the event (maximum of 15 words). See the Serial FAQ and Policies Page for the exact format of announcements.
• Announcements are generally listed on a first come, first-served basis and will not be posted more than a week in advance. Decisions on which announcements will be placed on the Serial home page are made by the co-chairs of the Kellogg Online Committee of the KSA. In general, announcements that seem to be of interest to and affect the largest number of students will get preference.

CLUB AND CONFERENCES DIRECTORY

· All co-chairs should make sure that their organization is listed in the Club Directory: http://www1.kellogg.northwestern.edu/scripts/clubdir/clubdir.asp.

· If you need to be added to your organization’s directory listing, please fill out this form: http://www.kellogg.northwestern.edu/kis/clubtools/club_directory-new_cochair.htm.

ORGANIZATION LISTSERVS
Listservs should be used to communicate information that is targeted to a specific organization or group of students.

· Any KSA-recognized club or committee may be granted a listserv. Club leaders can request a listserv here:
http://www.kellogg.northwestern.edu/kis/clubtools/index.htm#listserv

Please request a listserv name following this format:

Prefix Description
EMA- Evening Management Association, TMP club lists
GIM- Global Issues in Management listservs
INTL- International student listservs
KSA- Kellogg Student Association, full-time student club listervs
STUDENT- Used primarily for “location” listservs (e.g., students in NYC for the summer)

· Kellogg students, staff and faculty may send messages to club listservs, and the messages must be clearly relevant to the members of that listserv.

· Kellogg listservs must have at least ten members in order to be maintained.

· Only mail sent from the “Northwestern domain” will be delivered by Kellogg’s listservs.

· Most Kellogg club lists are not members-only or moderated. Club leaders can request their list be:

· Members Only (only people on the list can send to it) and/or

· Moderated (a club member must take responsibility for reviewing messages sent to the list and approve them in order for them to be sent out).

· Club co-chairs may request access to their listserv through the KIS Technology Tools for Clubs page: http://www.kellogg.northwestern.edu/kis/clubtools/#listserv.

· If you have questions, please feel free to contact the KIS Technical Support Center at (847) 467-2100 or kis-help@kellogg.northwestern.edu.