The BCC broadcast system allows us to communicate with our faculty, staff and students.  This policy applies only to college-wide communication.  All broadcasts are sent by the Office of Information Technology, once broadcast requests are approved by the President, Vice President or designated division approvers.  Approval indicates that the exact text as requested are approved, without expectation that the content will be edited as IT is not responsible for proofreading or editing content.  The email broadcast system used is intended for text-only broadcasts.

• All broadcasts must be approved by a designated broadcast approver.
• Broadcasts announcing college events must be sent to IT at least five business days in advance of the event.
• Broadcasts must be sent to the IT team, five business days in advance.
• Broadcast are sent at 30-minute intervals.
• Broadcasts are not sent to non-BCC email accounts such as AOL, MSN, Gmail, Yahoo, etc.
• Target audience must be specified.
  Example:
  
  faculty and staff, students, only faculty, only staff, only students or all members of the college community
• All broadcasts must contain a signature (except in the case of a memo).
  Example:
  
  Requestor's Name, Title
  Department
• Attachments such as flyers and posters must be approved by the Office of Communications & Marketing.
• Total maximum size for attachment(s) per broadcast message is 500kb or less. 
• IT does not send out repeat broadcasts.  College events are listed on the college calendar.
• Except in emergent situations, broadcasts are sent Monday through Friday between the hours of 9am and 5pm.

• Broadcasts

  Using the BCC email server, there are (4) distribution lists.  We do not send broadcasts to non-BCC email accounts such as AOL, MSN, Gmail, Yahoo, etc.
  

  AllFaculty	list of BCC faculty
  AllStaff	list of BCC staff
  AllCabinet	list of the BCC Executive Cabinet
  BCC_All	list of BCC students
  GAL	The above lists (AllFaculty, AllStaff, AllCabinet, BCC_All) combined

  BCC students use MS Office 365 as their email system.  Broadcasts are sent only to their BCC email accounts.

• Approval

  Requestor sends the broadcast request to a designated approver in their own Division. Example, requestors from the Academic Departments must send their broadcast requests to one of the designated approvers in Academic Affairs.  The division approver reviews the broadcast message and makes any necessary changes or corrections. Information Technology is not responsible for proofreading or editing the content of broadcasts.  The Division approver will forward the broadcast message to broadcast@bcc.cuny.edu.

• Format

  Text Only – the email system used for broadcasting does not allow for graphics to be embedded in the body of the message. Therefore, any announcements containing images should be setup as a flyer, which can be attached to the broadcast (flyers must be approved by the Office of Communications & Marketing).  Total maximum size for attachment(s) per broadcast message is 500kb or less.  The content must be presented in a clear and organized manner. Requestors should refrain from using multiple text colors or highlighting of text. The content should be checked for spelling and/ or grammatical errors. Functioning of hyperlinks must be verified.  Example of the format for a broadcast.

• Attachments

  For attachments larger than 500kb, a link will be provided at the bottom of the email broadcast directing the recipients to the file.

• Timing

  Broadcasts are sent out by IT in as timely a manner as possible; i.e., as network traffic will allow. IT is limited to sending broadcasts at 30-minute intervals.