Guidelines for UBC Okanagan Global emails

The following guidelines have been developed in an effort to ensure that the community at UBC’s Okanagan campus is kept informed of key issues and announcements and to minimize the number of unsolicited emails received by faculty and staff. 

About Global emails

Global emails are used by UBC Okanagan’s senior leadership to communicate time-sensitive, campus-wide messages to faculty and staff. 

They may be used to communicate the following: 

  • Large scale announcements such as the downtown Kelowna presence 
  • Updates on high profile or campus-wide topics such as COVID-19, TRC commitments or systemic racism policies 
  • Executive appointments/changes at VP level 
  • Senior-level appointments/changes (Dean, AVP, Executive Director or Senior Advisor to DVC level)  
  • Organizational changes that affect significant numbers of students, faculty and/or staff 
  • Urgent campus safety or health updates, emergency planning or campus disruptions 
  • Messages from the Deputy Vice-Chancellor or President 
  • Large-scale consultations and initiatives championed by a member of the Okanagan campus executive 

Recognizing delegated Deputy Vice-Chancellor authority, Global emails also originate at the request of members of the Okanagan campus executive. 

Questions should be directed to Cait Wills, communications and marketing strategist, at cait.wills@ubc.ca. 

When Global emails are sent

Global emails are normally issued Monday to Thursday, with a maximum of one email permitted each day. 

Ownership, approvals and requirements

Global emails are owned by the Okanagan campus executive. University Relations acts as the coordinator/facilitator of this channel. Global email requests must be submitted at least five days before the distribution date, and be approved by a member of the Okanagan campus executive. Global email signatories must be a member of the executive – with the exception of messages related to electoral announcements, campus safety updates, emergency planning messages or construction disruptions.  

Global email requestors are encouraged to consider all of the available communication tools available before requesting more than one message be distributed on a single topic, event or development.  In extenuating circumstances, a second global email may be permitted, but a significant update must be made to the content before distribution.   

Global emails are messages from members of the campus executive to all faculty and staff. They should be written in a conversational style and tone that follows the Editorial Guide for UBC Communicators, the Indigenous Peoples Language Guidelines, the UBC Voice and Tone Guide. The UBC Visual Identity Rules should also be consulted if images are being used in the message. 

The emails must also be scheduled at least five working days apart from any related messages, including items in The Exchange faculty and staff newsletter.  

University Relations advises the Okanagan campus executive around message content and timing.  

Criteria

To be considered for a Global email, the subject matter should fit the following criteria: 

Timeliness: The information must be timely and must have significant importance to UBC Okanagan faculty, staff or students, and/or the operations of the campus. 

Approval: The message must have approval from, and be attributed to the Deputy Vice-Chancellor, a Vice-President (VP), Vice-Principal or Associate Vice-President (AVP), or the Executive Director of Human Resources. 

Relevance: Global emails must communicate time-sensitive, high profile or campus-wide topics  

Adherence to existing policies: All existing UBC policies governing communication shall be applicable to Global emails. See in particular Policy #96: Communications (PDF) and Policy #104: Acceptable Use and Security of UBC Electronic Information and Systems (PDF). The text of these policies are available on the University Counsel website. 

Audiences

Global emails are sent to all UBC Okanagan faculty, staff and student employees. They are sent to the UBC Fasmail address listed in the Workday HR and Finance system. 

Limitations of Global emails

Not all UBC faculty and staff check the email address listed in the Workday HR and Finance system. It cannot be guaranteed that the entire UBC Okanagan community will be reached if a Global email is sent. 

Emergency Global emails

An emergency Global email is a message that is of immediate, critical importance to the health and safety or well-being of the campus community. Examples include campus-wide alerts regarding snow closures, water quality or wide-area power/systems outages, or natural disasters. 

Global emails are only used as a supplementary channel to support UBC ALERT in the event of an emergency.  

Other internal communication tools

There are a number of internal communications tools available to the on-campus community to disseminate university-related information.  

The main internal communications tool is The Exchange, the bi-weekly internal e-newsletter.  Other options include: 

These communications tools should be used for all non-emergency announcements or information. More information is available at: communications.ok.ubc.ca 

Other forms of on-campus communication include departmental newsletters, posters, and emails sent to department or faculty assistants.