Email and Social Media Policy
Email is an effective way to communicate with the campus community. In order to ensure that we are respecting the community’s time and not contributing to inbox overload, some guidelines are necessary. Here are the criteria to determine how and when an email goes to the community.
All messages must:
- Be related to the business and mission of the university
- Be of significant interest to a large segment of the campus community
Messages that will be sent as individual emails:
- Urgent messages such as BOLOs, emergency notifications, and notices about activities such as maintenance work or film productions that will impact access to campus facilities or parking
- Messages from the president or other senior leadership
- Messages related to mission-critical activities such as enrollment, retention, and student success
- Regular reminders about FRS closing, ePNF deadlines, and timesheet reminders
Messages that will be distributed via Loyola at a Glance:
- Most event announcements unless they are hosted or sponsored by the president
- Promotion for campus services and activities such as summer camps, retirement counseling dates, special sales, and professional development workshops
- Information about new academic programs
Messages that will NOT be distributed:
- Messages of a personal nature such as lost/found items or solicitation of goods or services
- Messages that are political in nature, particularly endorsements of particular candidates
- Messages that are contrary to Loyola’s Jesuit, Catholic identity
The Office of Marketing and Communications provides editorial services to help you craft your messages. Please use this form to submit messages to Loyola at a Glance, or write us at firstname.lastname@example.org for assistance with campus messaging.
Social Media Policy
Social Media at Loyola University New Orleans
Loyola University New Orleans uses social media as a marketing and communications tool to engage all of our target audiences, including current and prospective students, alumni, faculty, staff, and the Greater New Orleans community. The official Loyola University New Orleans social media accounts do not replace loyno.edu, the university’s official website, only supplement it as necessary. Social media accounts must always be secondary information sources. All event information, organization descriptions, and other website content that appear on a department’s or office’s social media site should also appear on the unit's Loyola website.
Official Loyola University New Orleans Social Media Accounts
The official Loyola social media accounts are managed by the social media team in the Office of Marketing and Communications. If you would like to have your news or event promoted on any of these official accounts, please submit a Marketing Request Form with the details of your request. New requests for posts to Facebook, Twitter, Instagram need to be received by at least 24 hours in advance before the desired posting date. The Office of Marketing and Communications cannot guarantee that all requests will be filled depending on the existing schedule and marketing priorities. All pertinent details must be included in the request, such as correct date, time, location, any images or graphics, links, etc., as lack of information could delay posting.
Official Loyola University New Orleans-Affiliated Social Media Accounts
Official Loyola-affiliated social media accounts representing the university's colleges, departments, and organizations must adhere to the Social Media Best Practices defined by the Office of Marketing and Communications.
It is required for all Loyola-affiliated social media accounts to be registered with the Office of Marketing and Communications. To register your Loyola-affiliated social media account, please submit the Marketing Request Form.
Official Loyola-affiliated social media accounts must adhere to the following:
- Official Loyola-affiliated accounts must be treated more professionally than the typical social media account (e.g., a personal Facebook page).
- Official Loyola-affiliated accounts must contain reliable, factual, and updated information regarding the Loyola college, department, or organization they represent.
- They require a minimum weekly commitment of two to three relevant postings for each social media outlet.
- Official Loyola-affiliated social media accounts require a development time of three to four weeks.
Official Loyola colleges, departments, and organizations requesting a social media account must submit a social media request to the Office of Marketing and Communications outlining the following:
- Site Purpose and Target Audience – Each social media account should have a purpose beyond a simple connection between it and the unit it represents. All social media requests should include a detailed summary of the intended target audience and goals, whom or what the account will represent, and examples of content that will be distributed and discussed.
- Designated Staff/Administrator Contact Information
- Unit Name, Login, Password, and Administrator contact information
- Build-Out Guidelines – A list of proposed visuals, copy points, links, and administrators to serve as an outline of how the social media channel will be structured.
Guidelines for Official Loyola Colleges’, Departments’, and Organizations’ Social Media Accounts:
- Official Loyola-affiliated social media accounts may not be used for commercial or political activities or in any manner that attempts to violate or violates applicable state or federal laws.
- Users shall understand that personal information—including pictures, videos, and comments—posted on the Internet via programs such as Twitter and Facebook are public information. The university shall not regularly monitor online activity or information but may take action if and when such information is brought to the attention of university officials.
- Users shall follow appropriate standards of civility to communicate with others and refrain from any harassing, discriminatory, obscene, fraudulent, defamatory, threatening, or coercive comments or activity.
- Users shall abide by all copyright laws. Unauthorized attempts to browse, access, solicit, copy, use, modify, or delete electronic documents or programs belonging to other people, whether at the university or elsewhere, will be considered a serious violation of this policy.