University Information

Aerial View of the George Mason Fairfax Campus

E-Files
This Week at Arlington
This Week at Prince William
Alerts

Mason E-Files is a weekly digest of general announcements sent via email to all faculty and staff. The email contains a website link to the digest. Events and trainings are posted to Today@Mason.

  • Only announcements are listed in Mason E-Files.
  • Announcements involve general updates about occurrences, changes, or services that impact the Mason community
  • The weekly Mason E-Files email provides links to the week’s featured events and trainings, published in Today@Mason. Events and trainings are not listed in Mason E-Files.
  • This Week at Arlington and This Week at Prince William are the campus-specific equivalents of Mason E-Files, disseminated to faculty and staff at the distributed campuses. To submit announcements for This Week at Arlington/Prince William, follow the Mason E-Files procedures. The Mason E-Files submission form will allow you to select the appropriate campus(es) for your announcement.

Audience

Mason E-Files is not sent to students. The weekly Mason E-Files digest is automatically sent to all faculty (full-time, part-time, and administrative) and all staff (full-time, part-time classified; university affiliates; non-student wages; and contractors).

University Information reserves the right to update policies and procedures as deemed necessary. Please check this site for updates.

Guidelines for using Mason E-Files

There are two types of Mason E-Files announcements, 1) standard and 2) alerts. Standard announcements are sent out in a weekly digest format on Mondays. Alert announcements are not restricted to the weekly digest format and are sent out under the name "Mason E-Files Alerts", upon review and approval.

Standard Announcements

Standard Mason E-Files announcements are submitted to University Information via online request form at the following address: newsdesk.gmu.edu/submit-efile/. Submit requests by close of business on Wednesday for inclusion in the following Monday's edition of Mason E-Files.

Each announcement can be published in Mason E-Files for a maximum three (3) weeks per semester. It is the responsibility of the sender to request/specify which dates the announcement is requested to be published.

Format of the announcement:

  • Length must not exceed 100 words. Announcements over the word limit will be returned to the sender or edited by University Information staff.
  • Plain text only. Requests will be edited for clarity, general format, and grammar. University Information reserves the right to edit text in all announcements.
  • No attachments (.pdf, .doc, .pub). Flyers will not be accepted as announcements.
  • Include a web link for additional information
    • Charts and forms may be put on a Mason website and you may include the link to this information within the announcement. University Information will not create and host a website for your announcement. Individual offices and departments are responsible for hosting and maintaining their own website links.

Mason E-Files will not publish the following types of announcement requests

  • Items for sale
  • Recruiting for vacant positions
  • From sources outside of Mason

Alert Announcements
Requests for Mason E-Files Alert announcements are submitted to University Information via email to efiles@gmu.edu.

Alert announcements are sent under the subject headline: Mason E-Files Alerts: [Type of Alert Message], so they are not confused with standard Mason E-Files announcements.

  • Alert announcements including school closings, campus emergencies, unexpected road closures or construction, significant events, and significant computer network disruptions affecting accessibility will be sent to the entire campus.
  • Alert announcements including short notice outages (power, water, heating, etc.) will be sent to email addresses of affected building occupants.
  • Alert announcements are not restricted to the weekly digest and may be sent out as soon as possible. Standard announcements that were not submitted in time to be included in the weekly digest do not qualify as Mason E-Files Alert announcements.

Include the following information in the email:

  • Subject line: Mason E-Files Alert: [Type of Alert Message]
  • University Department: Department or Office sponsoring the announcement
  • Nature of the alert
  • Building(s)/ Locations affected
  • Contact person, phone number and email for follow-up questions

Format of the alert announcement:

  • Plain text only
  • No attachments
  • Include a web link for additional information
    • Charts and forms may be put on a Mason website and a link to this information within the announcement
  • Length must not exceed 100 words. Announcements over the word limit will be returned to the sender or edited as time allows for immediate edits.
  • Clarity is important. Requests will be read for clarity, general format, and grammar. University Information reserves the right to edit text in all announcements submitted.

Subscribe/Unsubscribe

The list of recipients for Mason E-Files is generated from both the HR Banner and PhotoID systems. Mason E-Files are only sent to @gmu.edu email addresses. If you are receiving Mason E-Files announcements at a non-Mason email account, then your Mason email account is most likely forwarded to the non-Mason address. University Information will need your userid@gmu.edu email address to subscribe to or unsubscribe from the listserv.

Subscribe

If you are not receiving Mason E-Files, you may subscribe yourself by sending an email to efiles@gmu.edu with the subject "Subscribe". In the message body include the following:

  • Subscribe e-files
  • Your userid@gmu.edu
  • Your first name
  • Your last name

Unsubscribe

If you are receiving Mason E-Files and wish to stop receiving them, send an email to efiles@gmu.edu with the subject "Unsubscribe". Unsubscribe requests must be sent from your userid@gmu.edu email account. In the message body include the following:

  • Unsubscribe e-files
  • Your userid@gmu.edu
  • Your first name
  • Your last name

Alternatives to Mason E-Files

While sending a mass email may seem like a good way to get information to the university community, it is not the only way to reach the community at large, nor is it always the best way. Below are listed some additional resources where your announcement could be circulated to the campus community:

Visit info.gmu.edu/advertising.html

For questions, contact Lauren Clark Reuscher at 703-993-8993 or efiles@gmu.edu.