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

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, 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

Does not include

• Event promotion (except signature events and other campus-wide events)
• 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 25Live 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 
• Club meetings 

This list is intended for disseminating official information related to FLC’s operations and general business to all Fort Lewis College employees. 

Distributed to 

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

Moderation 

The Media Relations Strategist (Nardy Baeza Bickel) and approve messages for release to FLC-Official. Moderation is conducted during regular business hours. Internal Communications Strategist (Sarah Flower) is back-up. Note: Once a message is released for distribution, it can take up to 30 minutes for recipients to see it in their email.  

Submission 

• Craft your subject line and email body addressing employees directly  
• Do not include messages to the moderator, who is unable to edit the message.  
• Type into the To field “FLC-Official” and select the auto-populated listserv address.  
• After clicking Send, confirm your submission by clicking the link in the auto-generated email link. The moderator will release appropriate messages to the list. 
• Rejected messages are returned to the poster with suggestions/next steps. 
• Replies to list postings will be routed to the original poster, not to the list, and not to the list moderator. 
• Avoid submitting emails to FLC Student Official and FLC Official at the same time, as this can delay their distribution. 

Appropriate content for FLC OFFICIAL 

• Campus-wide communications from Vice Presidents  
• Emergency communications 
• Road, parking lot, building closures, utility service interruptions  
• Safety notices 
• Information Technology system changes or downtime 
• Policy changes; mandated regulations 

Does not include 

• Department or unit-limited events 
• Personal or classified ads 
• Promotion of political or religious views 
• Non-FLC fundraising or external solicitations 
• 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 Associate Director of Communications, Enrollment (Taylor Irwin) moderates and approves messages for release to FLC-Student-Official. Moderation is not guaranteed outside of normal business hours. 

Submissions 

FLC-Student-Official 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 Taylor Irwin  for approval if you need to email students through the FLC-Student-Official listserv. In her absence, Nardy Baeza Bickel serves as back-up. 

These lists are intended for disseminating faculty- or staff-specific information that relates to the general business of the college but not from executive level.

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

FLC-Faculty listserv is moderated by a representative from the Faculty Senate.

FLC-Staff listserv is moderated but a representative from Staff Council.

Moderation is conducted during regular business hours. Note: Once a message is released for distribution, it can take up to 30 min. for recipients to see it in their email.

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

• Faculty Assembly, Executive Council, or Employee Council minutes and proceedings
• Faculty/staff enrichment or training opportunities
• 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 and classifieds list is voluntary, and therefore there are fewer restrictions on its use. As a recipient, you have the option to receive this content as a digest or as individual postings.

Distributed to

• Any faculty, staff or student who is subscribed to the list
• Subscribe or unsubscribe to FLC-Announce
• Subscribe or unsubscribe to Classifieds

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.