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Email Policy

Email 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 for assistance with campus messaging.