Mason E-Files Policies

Mason E-Files is a weekly digest of general announcements, events, and training, sent via email to all faculty and staff. The email contains a web site link to the digest along with a list of titles sorted by category.

Mason E-Files is an ongoing and evolving service. Because of this we reserve the right to update policies and procedures as deemed necessary. Please check this site for updates.

Guidelines for using Mason E-Files

There are two types of Mason E-Files announcements, 1) standard and 2) alerts. Standard announcements are sent out in a weekly digest form on Mondays. Alert announcements are not restricted to the weekly digest form and are sent out under the name Mason E-Files Alerts, upon review and approval.

Standard Announcements

Standard Mason E-Files announcements are submitted to University Information via email to efiles@gmu.edu. To include an announcement must be submitted by close of business Thursday for inclusion in the following Monday's Mason E-Files. Announcements can be published in Mason E-Files for a maximum three (3) times per semester. It is the responsibility of the sender to request/specify which dates the announcement would like to be published. If no list of dates is submitted with the email, it is assumed by University Information that the announcement will run one (1) time, in the following Monday's edition of Mason E-Files.

Include the following information in the email:

• Subject line: E-Files Standard Announcement
• University Department: Department or Office sponsoring the announcement
• Title: Heading title for the announcement
• Dates: MM/DD/YY you request publication
• Contact phone number and email for follow-up questions

Format of the announcement:

• Length should not exceed 150 words. Announcements over the word limit will be returned to the sender or edited as time allows for immediate edits.
• Plain text only
• No attachments (.pdf, .doc, .pub flyers will not be accepted as an announcement)
• Announcements may contain a web link for additional information
  • Charts and forms may be put on a Mason website and a you may include the link to this information within the announcement. University Information will not create and host a website for your announcement. Individual offices and departments are responsible for hosting and maintaining their own links.
• Clarity is important. Requests will be read for clarity, general format, and grammar. University Information reserves the right to edit text in all announcements submitted.

Mason E-Files that will not be accepted

• announcements of items "for sale"
• announcements recruiting for vacant positions
• announcements from sources outside of Mason

Alert Announcements

Requests for Mason E-Files Alert announcements are submitted to University Information via email to efiles@gmu.edu. A follow-up call to 993-1005 would ensure receipt of the alert. For alerts after 5:00 pm, please contact a Director of University Information via their Mason cell phone for assistance. Alert announcements are sent under the subject headline: Mason E-Files Alerts: [Type of Alert Message], so they are not confused with standard Mason E-Files announcements. Alert announcements include school closings, unscheduled or short notice outages (power, water, heating, etc), campus emergencies, significant computer network disruptions, closed roads, etc. Alert announcements are not restricted to the weekly digest and may be sent out as soon as staffing constraints permit. Standard announcements that were not submitted in time to be included in the weekly digest do NOT qualify as Mason E-Files Alert announcements.

Include the following information in the email:

• Subject line: E-Files Alert Announcement
• University Department: Department or Office sponsoring the announcement
• Nature of the alert
• Building(s) Locations affected
• Contact phone number or email for follow-up questions

Format of the announcement:

• Plain text only
• No attachments
• Announcements may contain a web link for additional information
  • Charts and forms may be put on a Mason website and a link to this information within the announcement
• Length should not acceed 150 words. Announcements over the word limit will be returned to the sender or edited as time allows for immediate edits.
• Clarity is important. Requests will be read for clarity, general format, and grammar
• See Standard Announcements Format for more details

Audience

The weekly Mason E-Files digest is automatically sent to all faculty (full-time, part-time, and administrative) and all staff (full-time, part-time classified; university affiliates; non-student wages; and contractors). Mason E-Files is not sent to students.

Subscribe/Unsubscribe

The list of recipients for Mason E-Files is generated from both the HR Banner and PhotoID systems. Mason E-Files are only sent to @gmu.edu email addresses. If you are receiving Mason E-Files announcements at a non-Mason email account, then your Mason email account is most likely forwarded to the non-Mason address. University Information will need your userid@gmu.edu email address to complete our request to subscribe to or unsubscribe from the listserv.

Subscribe

If you are not receiving Mason E-Files you may subscribe yourself by sending an email to efilemgr@gmu.edu with the subject of Subscribe. In the message body include the following:

• Subscribe e-files
• youreuserid@gmu.edu
• Your first name
• Your last name

Unsubscribe

If you are receiving Mason E-Files and wish to stop receiving them, send an email to efilemgr@gmu.edu with the subject Unsubscribe. Unsubscribe requests must be sent from your userid@gmu.edu email account. In the message body include the following:

• Unsubscribe e-files
• youremailaddress@gmu.edu
• Your first name
• Your last name

Alternatives to Mason E-Files

While sending a mass email may seem like a good way to get information to the university community it is not the only way to reach the community at large nor is it always the best way. Below are listed some additional resources where your announcement could be circulated to the campus community:

• Today@Mason Calendar (993-1056)
• Broadside (993-2950)
• Mason News (993-8804)
• Mason Ads (703-967-3203)
• Flyers Posted (993-9000)
• Campus mail (993-2691)