Policies and Standards
Electronic mail or e-mail is a campus resource that provides a quick and cost-effective means to communicate and to promote the College's overall mission. E-mail messages should be used for internal and external communications that serve legitimate College business and must meet professional standards of conduct.
The College's policies on e-mail use can be found on the Information Resources Web site at www.cortland.edu/ir/policies.asp.
E-mail is an important form of communication that enables us to convey SUNY Cortland’s message in a consistent fashion. Common e-mail formats have been developed for all individual e-mail addresses and signatures so that we can represent the College consistently, and, make it easier for people to communicate with us.
E-mail Addresses
The individual “primary” e-mail address format was changed to firstname.lastname@cortland.edu or john.quincy@cortland.edu on August 15, 2008. This new address format is attached to the e-mails you send.
ALL PREVIOUS INDIVIDUAL E-MAIL ADDRESSES REMAIN ACTIVE.
This new format should be used for e-mail addresses that are listed in electronic or printed communications such as your e-mail signature, business card, etc.
E-mail Signature
Individual expressions that are not associated with SUNY Cortland should be discontinued in order to place primary emphasis on the College, division, school, unit, department or program.
Faculty and staff e-mail should include a signature according to the template below:
| Name | (with optional academic degree or class year) |
| Campus Title | |
| Department, division or school | (up to two lines; use minimal number of lines) |
| SUNY Cortland | (optional red font) |
| Office Location | |
| Mailing address | (optional) |
| Office Phone Number: |
|
| Fax Phone Number: | |
| Work Cell Phone Number: | (optional) |
| E-mail address | |
| Web address | (department, office or SUNY Cortland home page) |
| Disclaimer statement | (should be two point sizes smaller than the rest of the e-mail text) |
Example including options
Mary Q. Employee, Ph.D.
Associate Professor
Academic Department
SUNY Cortland
P.O. Box 2000
Cortland, NY 13045-0900
Office: (607) 753-9999
Fax: (607) 753-8888
Cell: (607) 777-4444
mary.employee@cortland.edu
www.cortland.edu
Confidentiality Note: This e-mail may contain privileged and confidential information that should not be copied or forwarded without consent.
Example excluding options
Mark Q. Employee
Assistant Program Coordinator for Majors/
Director of Minors
Division of Academic Affairs
Miller Building, Room 500
SUNY Cortland
Office: (607) 753-1111
Fax: (607) 753-0000
mark.employee@cortland.edu
www.cortland.edu/hr
Confidentiality Note: This e-mail may contain privileged and confidential information that should not be copied or forwarded without consent.
Instructions for setting up your e-mail signature
Microsoft Outlook(PC):
- At the Inbox folder, select the Tools pull down menu then Options
- In the Options menu, select the Mail Format tab then Signatures button
- Follow instructions for creating a new or editing an existing signature. The signature default font you select needs to be consistent with the default font used in your new or reply e-mail messages.
- Set default fonts by selecting the Personal Stationary tab on the Signatures menu
Other(Entourage - Macintosh):
- At the Inbox folder, select the Tools pull down menu then Signatures
- In the Signatures dialog box, select New
- Follow instructions for creating a new signature by first assigning a name. The signature default font you select needs to be consistent with the default font used in your new or reply e-mail messages.
- Set the default signature by checking the appropriate name in the Signatures dialog box
Additional E-mail Guidelines
Quotes
No quote(s), apart from the body of a message, should be used in a SUNY Cortland e-mail correspondence.
Background Colors
White backgrounds should be used in all e-mail messages. Wall paper graphics and custom background colors should not be used.
Fonts
Approved SUNY Cortland typefaces should be used for all e-mail body copy and signatures. Guidelines on the use of approved Primary and Alternate typefaces can be accessed under the Typefaces/Fonts section of the Communication Guide.
Colors
A black font color should be used as the default in e-mail signatures and original e-mail body copy. The use of a red font color to represent the College name in the signature is optional.
Logos
In order to place primary emphasis on the College, division, school, unit, department or program, only the College logo provided in the Communication Guide template should be used in SUNY Cortland correspondences.
Photos, Images or Graphics
Photos, images or graphics should not be used in conjunction with your e-mail signature.
If you continue to experience problems posting to your lists or need help changing your list subscription or signature, please contact the Technology Help Center at ext. 2500 for further assistance.
Fonts
Verdana and Georgia typefaces should be substituted for Agenda and Americana respectively when using electronic communications such as PowerPoint, e-mail or other online communications.