from Staff reports
Recently the campus experienced issues regarding the distribution and receipt of email notifications for events happening in or around campus in a timely fashion.
For example, Columbus Day is observed on the second Monday of October, which for this year was Monday, Oct. 10. On Tuesday, Oct. 11, students, faculty and staff received an email notification regarding Columbus Day and its activities, the day after the activities were to take place.
While it is certainly not a common occurrence to receive the notification the day after the event, there is often an issue with notifications being received without much notice, sometimes less than a day or two prior to the event. Students should be forewarned of events so that they have ample time to prepare for and plan for the event accordingly.
Dean of Students Camille Phelps offered insight into the process behind email notifications, as well as possible reasons for the delay in receipt of the notification emails. Phelps is an integral part of the Student Affairs Office.
According to Phelps, she and Vice President of Student Affairs Sharon Robinson are the two members of administration who monitor and approve mass emails that are to be distributed to the faculty, staff and student body. Once approved, these emails are sent to Computer Services and then sent out by Information Technology staff. This is a process that can take hours to complete.
Yet many emails are sent to be approved just before the event is to take place. Time is not allowed for the process to be completed.
According to Phelps, there are three distinct issues which lend to a breakdown in communication.
First, said Phelps, has been the “push for student email to be the source for information among students.” This requires students to check their student emails regularly. “Please, please start to check student email,” said Phelps.
Students may not be aware, but there is also an option in CampusConnect to have student emails forwarded to a different email account, such as Yahoo or Gmail. Such an option might assist students in remaining more informed about campus activities.
Second, according to Phelps, involves when the original email request is received. “When considering faculty, staff, university and community notifications for events and planning, please send out 24 hours in advance of event,” said Phelps. This will ensure that there is plenty of time for the email to be approved and widely distributed before an event takes place.
The third point, according to Phelps, is to keep in mind that both Robinson and Phelps are busy with other obligations as well, including personal interactions with students. This fact makes it occasionally harder for the two administrators to check the emails every half hour to hour. This can cause a delay, as well.
According to Phelps, numerous times there was a distribution to students offering half off of alcoholic beverages with the turning in of undergarments, among other inappropriate communications that have been distributed on the campus. This example provides a need for all notifications and communications to the student body to be monitored and approved before being distributed.
Faculty, staff and students need to be aware that there is a process involved and they should plan ahead to provide ample time for the process to occur.
Students also need to constantly check their emails for notifications if they are to keep informed of campus activities.
Phelps also mentioned that friending SE’s Office of Student Life page on Facebook would provide students an opportunity to keep up-to-date on campus activities. This is also an option for students to keep track of campus activities.