Email Signature Policy

Owned by Herrman, Jason (University Communications)
Last updated: Sep 27, 2024 by Karl Law
2 min read

Entities Affected by This Policy: The following policy applies to all faculty and staff at either the main campus or other University property. 

 

A.   Purpose  

The purpose of this policy is to provide mandatory usage guidelines for the University’s name and visual brand identity via email signatures. This creates best practice standards and expectations for consistent branding and the use of legal disclaimer language in employee (faculty, faculty emeriti, faculty adjuncts, and staff) email communication for internal and external uses.

 

B.   Background

Email signatures are part of the University’s brand identity and official communications to a wide range of constituencies in support of marketing, communications, and reputation building work. The policy applies to all employee spu.edu email accounts and signatures as follows.

 

C.   Policy: Brand Standards

  • Faculty, faculty emeriti, faculty adjuncts, and staff must use the email signature as specified.

  • SPU’s email standard, including signature block text, is as follows:

    • Font: Arial 

    • Size: 11 

    • Color: Black

  • A default, automated legal disclaimer appears on all internal and external emails and it is provided system-wide. This statement is:

NOTICE: This communication may contain privileged or other confidential information. If you have received it in error, please advise the sender by reply email and immediately delete the message and any attachments without copying or disclosing the contents.

 

Impermissible Email Signature Alterations

  • Altered typeface, logo, or spacing, or stylizing the SPU email signature in any way (no italics, bolding, underlining, borders, other fonts or colors may be used). 

  • No marks or symbols may be used in conjunction with or to replace the official University signature system.

  • All graphics, including the SPU logo, are not permissible. This is because email servers and platforms will not consistently or correctly render the SPU logo for many receivers.

  • The use of personal quotes, phrases, statements, or epigraphs in an email signature should not be used in any communication on behalf of SPU.

 

D.   Instructions

Follow these instructions to configure the correct, branded email signature required for SPU faculty and staff.

 

E.    Compliance

  1. Supervisors and department heads (directors, deans, and vice presidents) are responsible for the adoption of this email signature policy for themselves and all employees in a reporting relationship.

  2. Supervisors and department heads (directors, deans, and vice presidents) are responsible for orienting new employees on the email signature policy.

  3. Supervisors and department heads (directors, deans, and vice presidents) are responsible for addressing infractions in a manner that is proportionate to the frequency and severity of the violation.   

  4. After a conversation has occurred, if an employee’s email signature remains out of compliance, a supervisor should consult with the Office of Human Resources.