Updates to ARC Everyone on Exchange Practices
July 23, 2020
This spring the college reviewed its longstanding ARC Everyone on Exchange practices through its participatory governance process. The ARC Everyone on Exchange distribution list is designed to give the college the means to deliver important messages in a timely manner, to serve as a channel for official information that impacts the majority of employees, is critical and/or time-sensitive, and meets one or more of the following criteria:
- Provides information essential to college operations
- Notifies the campus community about changes in governance, policy, and/or practice
- Communicates important information from the president or other college senior leadership
- Alerts the campus community to situations related to health and safety or technology
One of the goals of this spring’s review was to establish usage guidelines to ensure that the ARC Everyone on Exchange distribution list provided effective, timely communications of important and official college messages, while also preventing situations where the use of the list could result in disruption and/or harm to members of the campus community. This review and the subsequent recommendations included:
- The Operations Council developed and reviewed draft guidelines at its 1/28/20, 2/25/20, and 3/31/20 meetings
- The Executive Leadership Team (ELT) had a first reading of the proposed guidelines at its 5/4/20 meeting
- Following that meeting, the proposed guidelines were vetted through the Academic and Classified Senates
- The ELT approved the proposed guidelines at its 5/11/20 meeting
Who can send ARC Everyone on Exchange emails?
The following individuals and offices can send campus-wide emails: the College President and their Executive Team, Campus Operations, IT, the Instructional Technology Center (ITC), the Center for Teaching and Learning (CTL), Academic and Classified Senate presidents, Los Rios Police Department, Public Information Officer, and others as authorized by the President.
If you or your area would like to request permission to send directly to the exchange, please contact the Public Information Officer at ARC_PIO@arc.losrios.edu.
How can an area or department request that an individual message be shared to ARC Everyone on Exchange?
Any area or department that wishes to share a message on the exchange can send their content (text and image) via email to the Public Information Officer at ARC_PIO@arc.losrios.edu. Messages will be reviewed using the four criteria listed above and the guidelines below.
Requests are accepted on an ongoing basis but some messages might require additional time for review. Please submit your request at least a few days in advance of any event with a specific date or deadline.
NOTE: The exchange list is not the only communications channel for college-wide announcements. In addition to the weekly Beaver Bites employee email newsletter (typically sent out on Mondays during the spring and fall semesters), items can be submitted for consideration to be shared on college social media channels and on the ARC website.
Here are some suggested guidelines when sending content for consideration:
- Your message should be self-explanatory, clear and concise. You should have a succinct subject line that conveys the email’s purpose and there should be a link (ARC/Los Rios webpage; please avoid third-party websites) or contact information so people can ask questions or get more details.
- Accessibility of content is crucial; all audiences must be able to access the content. For example, an email cannot include only visual content (such as a photo or graphic) but must include text that can be accessed by a screen reader or other assistive technology.
- The ARC Everyone on Exchange list should not typically be used for frequent or repeated messages, with the exception of emergency communications. Follow-up messages or reminders should use other communication channels.
- Attachments are discouraged, especially large files.
- Avoid acronyms and jargon; for example, do not use acronyms on first reference in the body of a message. Also, carefully check spelling and grammar.
Inappropriate use of this distribution list includes, but is not limited to messages that are:
- Counter to the college’s mission and core values
- Personal in nature or express or advocate for a political opinion
- Commercial in nature - with the exception of those messages that are in support of college business and are approved by the president or other college senior leadership
If anyone has any questions about these guidelines, they can contact the Public Information Officer at ARC_PIO@arc.losrios.edu