About MATC Bulletins
MATC Bulletins are email messages sent to all employees (or large groups of specified employee groups) by the president
or the vice presidents of MATC or their designees. The content of MATC
Bulletins must meet the following conditions:
- Message concerns emergency, health, safety, or welfare issues
- Message pertains to matters of MATC policy or union-contracted policy
- Message concerns important MATC-related business that pertains to a large group of employees as determined by the approving vice president
Who can submit or send MATC Bulletins
Anyone may draft or suggest an MATC Bulletin, but only the president
and vice presidents and their designated assistants or staff may send them.
Send a Bulletin
If you would like to submit an MATC Bulletin to be emailed to all employees or specific employee groups at the college, follow the procedure to submit an MATC Bulletin.
Alternatives to sending MATC Bulletins
- MATC Matters – the employee news website
If you want to communicate a message to the entire college that does not meet the MATC Bulletin criteria listed above, you may consider submitting your message to MATC Matters, the internal employee news site.
- Employee Email Listservs
If you would like to be able to communicate a message (that
is not Bulletin-appropriate) to large groups of employees via email,
you may send a message to any of the employee email group listservs to
which you belong. The listservs are topic specific group mailing lists.
For example, if you would like to notify the college about a food sale
your department or club is having, you can send a mass email message
to the Truax Food listserv. You must belong to the Truax Food listserv
to send a message to it (or if you do not wish to join, you
may ask the owner of the listserv to send the message for you). The message
will be received by all employees who have elected to subscribe to that
listserv. To learn more about creating listservs, or joining and sending
to existing listserves visit the MATC Listserv
Information and FAQ webpage.
Read Past Bulletins
MATC Bulletins are emailed to employee groups and simultaneously archived on
the MATC Bulletins Archive
webpage.
Reviewing the bulletins can provide employees with a sense for the kind
of information the college communicates via Bulletins. Reviewing the
bulletins also provides a chronicle of all the important events, hires,
initiatives and changes at the college over the years. On the MATC Bulletins
Archive webpage, you will find a link to the webpage housing the former
versions of MATC Bulletins (known as “Special Bulletins”)
dating back to the 1999-2000 academic year.
Contact Information
For questions about MATC policy and procedures, contact Human Resources at
(608) 246-6900 or hr@matcmadison.edu.
For questions about communication procedures at MATC, contact the Communications Department at (608) 246-6921.
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How to Send an MATC Bulletin
Who can submit or send MATC Bulletins
Anyone may draft or suggest an MATC Bulletin, but only the president and vice
presidents and their designated assistants or staff may send them. The
MATC Mass Email Policy sets rules for the vetting and sending of unsolicited
mass emails such as Bulletins.
How to send an MATC Bulletin:
- Download the MATC Bulletin Template and follow the format to create your message. Identify the specific audience for your message and the date it will need to be sent. If possible, prepare your bulletin well in advance of the date it will need to be sent, as the review process may take some time.
- In the body of your message, include any of the following elements that apply:
- Links to related websites, policies or information
- Contact information (you should provide at least one phone or email contact for the readers of your message)
- If your message relates to a policy, procedure or broad institutional change, provide the necessary context or background information.
- Submit the item to your director or manager for approval and final proofing.
- If you would like help constructing or editing the message, contact the Communications Department at (608) 246-6921. Please write a draft of your message before calling.
- Your director or manager should review the message and submit to your vice president for approval and delivery.
- If your vice president approves the message, he or she will email it on the date specified. Please provide ample time (a few business days) for your vice president to review and send the message. Emergency messages will be handled as emergencies, but if your message is not emergency-related, you should submit it in advance.
- If your vice president does not consider the message to be appropriate
for a Bulletin, consult with your vice president or supervisor about
alternatives. You may want to consider sending it to a large number
of employees via
any
of the
MATC group email listserv accounts or submitting it for publication
on MATC Matters. If you need further consulting about communications
strategies, contact the Communications Department at (608) 246-6921.
This department may be able to help with some internal communications
requests.
- In addition to being emailed, your bulletin also will be posted on the MATC Bulletins Archive webpage so that you may link to it or refer employees to it later.
Tips for creating your MATC Bulletin
- If your message does not strictly meet the Bulletin conditions listed above (at top of this page) it will not be approved.
- Follow the template carefully.
- Identify the specific audience who should receive your bulletin. If your message does not apply to all employees or to all employees of a specific group (all faculty, all PSRP, all employees at a specific campus, etc.) it probably does not require a mass email delivery.
- Your subject line should be as clear as possible. For example, “FERPA
rules” is not as clear as “New FERPA Rules Take Effect
November 1.”
- Keep paragraphs short.
- Do not add attachments unless absolutely necessary.
- If possible, keep message short and link to a webpage with more complete information.
- Place the most important information (the who, what, why, where and when) in the first two sentences of your message. Use the remaining few short paragraphs to add context or further information.
- Ask a colleague or manager to review and proof your message.
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MATC Bulletin Template
Download MATC Bulletin Template (81.5KB Microsoft Word Document Format)
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MATC Bulletins Archive
To view posted MATC Bulletins, visit the MATC Bulletins Archive webpage.
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Last modified:
June 27, 2006
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