These guidelines are adopted in connection with Helpdesk announcements to allow users better management of their email accounts and to standardize policies and procedures in the posting of messages.

Message Categories

Helpdesk announcements are initially categorized as follows:

  1. University Policies and Procedures
    These are announcements involving policies and procedures which are university-wide in application.
  2. Announcements (Academic)
    These announcements include call for papers, invitations to professorial lectures, seminars, workshops, or other activities which are academic in nature.
  3. Announcements (Non-Academic)
    These announcements refer to activities relating to DLSU offices but are not academic in nature.
  4. General Announcements
    This category is used for announcements which cannot be classified any other way.
  5. Obituaries
    These announcements contain notices of death of a member of the DLSU community or his/her immediate family.

 

Posting of messages

The following policies shall apply to requests for posting of announcements:

  1. Only official announcements may be posted through the Helpdesk. To be considered as official, the request must be from departments/offices and must originate from a DLSU email account.
  2. Help Desk will send a copy of the announcement to the requester for final checking before posting and archiving.
  3. Once posted, the announcement can no longer be recalled or re-send.
  4. ITS shall not be responsible for the content of the announcements.
  5. The lead time for the announcement to be posted is one (1) working day. However, requests which are 30 days in advance of the posting date will not be accepted.
  6. The same announcement may be posted for a maximum of two (2) times only, provided that the second announcement is at least one (1) week after the initial announcement.
  7. Announcements with up to 20 lines will be posted in full. Those with more than 20 lines or 2000 characters will be posted with a link to the full details of the announcement. Links will expire after one (1) month.
  8. Announcements in the category of ‘University Policies and Procedures’ will be archived for one (1) year. All other announcements will be archived for one (1) month. Archived announcements can be accessed through the Helpdesk E-mail Announcements Archive.
  9. Official announcements to be posted from priority offices will have a lead time of one (1) term. These announcements will be posted twice a month during their intended durations except during the last two (2) weeks wherein the announcements will be posted once a week.

 

Standard E-mail Templates

The following are the standard e-mail templates to be used in posting announcements to have a uniformity of the common Help Desk E-mail Announcements.

  1. Scholarship Grants/Programs– includes announcement for application of scholarships sponsored by other DLSU partner universities and organizations.
  2. Memo– includes announcement that contains policies/procedures/reminders.
  3. Job Posting– includes job openings posted at Work @ DLSU website.
  4. Call for Papers/Research/Proposals– includes announcement calling for research proposals, papers from DLSU and other external organizations.
  5. Lectures/Workshops/Seminars– includes lectures/workshops/seminars conducted within DLSU University.
  6. Obituary– includes death announcement and the likes.

 

Target recipients

Helpdesk announcements may only be distributed to the following target recipients:

  1. Community (includes all members of the community with MLS accounts).
  2. Faculty (includes both Teaching and Academic Service Faculty)
  3. Students (includes all enrolled undergraduate and graduate students)
  4. Undergraduate students (includes all enrolled undergraduate students)
  5. Graduate students (includes all enrolled graduate students)
  6. Employees (includes Teaching Faculty, Academic Service Faculty, Administrative & Professional Service Personnel and Co-Academic Personnel)

Announcements intended for a sub-set of the target recipients enumerated above should not be posted through the Helpdesk. A specific distribution list, which functions like an ordinary email address, may be available for use. For such cases, the message can be sent directly by the sender to the distribution list without having to pass through the Helpdesk. The Helpdesk will inform the requesting party when an applicable distribution list is available.

 

Specifications of announcements

The following elements must be present in the request:

  1. Subject of the announcement
  2. Sending department/office
  3. Reply email address (this must be a DLSU email address)
  4. Copy of the announcement (free of any errors in typing, spelling, grammar, etc.)
  5. Target recipients

Posted announcements cannot contain attachment or pictures.