Mass Email Policy

Campus Announcements are now compiled and distributed through LU's Weekly Update each week.

The use of “all faculty,” “all staff,” and “students,” either on campus, online or both, email distribution lists (or any combination of the groups) will be restricted to email messages that can be reasonably expected to be of interest and/or of importance to a majority of the individuals in those large targeted audiences. Messages of interest and/or of importance only for smaller subgroups within those distribution lists must be sent by the message originator to those subgroup members.

State of Texas policies are clear that state resources should be used only for official business. Email is considered one of those resources. The purpose of the email must be specifically about the business of the university in order to be transmitted via mass email. This applies to programs such as camps held on campus and activities supporting external agencies. Even if Lamar University is a sponsor -- or if a student organization is involved -- the event must benefit the educational purpose of LU in order to be marketed via mass email.

The CAN-SPAM Act sets the rules for email communications and spells out penalties for violations. Mass email messages from Lamar University fall within the realm of the act because Lamar University emails can be forwarded to other ISPs. Faculty, staff and students may not opt out of the mass emails, thus emails must comply with the CAN SPAM act. Among other restrictions, the CAN SPAM Act states that messages may not include solicitations for money (either direct contributions or to purchase a product or service).

All communications must follow the President's directive for a unified marketing approach and meet the below requirements:

  • The mass email requires a dean or vice president (or their delegate) level approval. (See list, this page.)
  • All messages must be from an officially recognized Lamar University department or program.
  • Messages may not have attachments.
  • Messages must target their intended audience.
  • Messages must be free of grammatical errors, misspellings or offensive language.
  • Messages must be submitted by 3 p.m. every Thursday to be considered for the following week’s email.

Messages approved at the first level should be directed to John Rollins, Associate Director Community Relations & Public Affairs at

Deans and Vice Presidents (or delegates):

  • Athletic Department: James Dixon
  • College of Arts & Sciences: Lynn M. Maurer
  • College of Business: James Lumpkin
  • College of Education & Human Development: Alberto Ruiz
  • College of Engineering: Brian Craig
  • College of Fine Arts and Communication: Golden Wright
  • Distance Education: Brett Welch
  • Finance and Operations: Marc Robinson
  • Reaud Honors College:  Tilisa Thibodeaux
  • Human Resources: Marsha Worthy
  • Information Technology: Patrick Stewart
  • Office of Planning and Assessment: Theresa Hefner-Babb
  • Academic Affairs: Dann Brown
  • Enrollment Management and Retention: Katrina Brent
  • Student Engagement: Freddie Titus
  • University Advancement: Juan Zabala

Additional considerations and requirements on using images

In order for all users to easily access content in mass emails, we must abide by certain guidelines.

  • Vital information must be included in the text body above the image and begin with "Image Description: [text from the image]" (PC users see alternate options below)
  • Images should be used in moderation. Ideally, images including text that is more than two sentences should be changed to a web page and a link provided in the email.  Contact your department web liaison or marketing representative for more information.
  • Attachments cannot be sent in mass emails. 

Alternate options for PC Users

  • In Outlook for the PC, you may choose to embed alternative text "alt text" in the image instead of adding "Image Description: [text from the image]"
  • Steps for embedding alt text
  1. Insert the image in the email
  2. Right-click the image
  3. Choose Format Picture or Format Object (depends on Outlook version)
  4. Choose Layout and Properties tab
  5. Add a title and a description

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