Mason E-Files

 

Mason E-Files Policies

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 (today.gmu.edu).

  • 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.

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).

We reserve 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: http://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. University Information reserves the right to edit text in all announcements submitted.
  • Plain text only. Clarity is important. Requests will be edited for clarity, general format, and grammar. University Information reserves the right to edit text in all announcements submitted.
  • 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. A follow-up call to 993-1005 is required to ensure receipt of the alert and timely distribution. For alerts after 5:00 pm, please contact the Director of University Information via their Mason cell phone for assistance. 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 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.
  • See Standard Announcements Format for more details

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 complete our request 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 efilemgr@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 efilemgr@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.

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