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Guidelines for e-broadcasting


1. General Guidelines

i) If a faculty member or Head/Coordinator of Department/School/Unit of the institute wants a message to be circulated to faculty.all and/or students.all group then he/she should send the message to the concerned functionaries like Deans, Registrar, or Director so that functionaries
           a) are aware of the message/matter and,
           b) they can decide that e-broadcasting of the message/matter is required or not.

ii) Concerned functionaries find the message suitable for e-broadcasting to the mass, will forward this matter in the prescribed format (mentioned below) to e-broadcast@iitbhu.ac.in.

iii) Concerned functionaries should identify/extract/prepare exact message/matter which is to be e-broadcasted. 

iv) Functionaries while forwarding the message are advised to indicate the following:
     - to whom the message is to be e-broadcasted, e.g., students.all and/or faculty.all
     - whom should the recipient contact in response to the e-broadcast?

v) The content of e-broadcasting message should meet the following requirements:

a) The subject line of your email to functionaries should be what you want to e-broadcast, and not "Request to broadcast etc."
     Examples of poor and good subject lines are;
          Poor subject lines
               - Please announce the conference
               - Announcement of a conference
          Good subject lines (Includes short title, date and venue of an event)
              - NPTEL MOOC | Probability and Random Processes for Wireless Communications | 14 to 23 Sept 2015
              - Harmony Workshop | 18-21 Sept 2016 | IIT (BHU)

b) Attachments are discouraged unless absolutely necessary.However the size of the attachment in any case should be less than 1 MB.

c) The subject line and body of the email should be sufficient for the recipient/viewer to understand what the email is about. It should not be necessary to open the attachment to know what the email is about. (For example, it should not just say: "Please see the attachment the matter is self-evident." and close.)

d) While sending mail for e-broadcast, use following template to clearly specify the content to be e-broadcasted in the following manner.

 ======== CONTENT OF BROADCAST BEGINS =========

Here goes the main content/matter to be broadcasted.
The short description of the content should be clearly stated for easy and quick understanding of the recipient/viewer.


======== CONTENT OF BROADCAST ENDS =========

Any text outside this body text will not be e-broadcasted.



2. Instructions for E-broadcasting

Whenever the e-broadcast service broadcasts a message, the name of the "real sender" (that is, the person who requested the announcement to be sent) should be included in the cc list. This allows the recipients to correspond with the "real sender" directly. This also permits the "real sender" to know that the message has been broadcasted. Any e-broadcasting request not meeting the above requirements would be sent back to the sender, to reformat the request to conform to the guidelines.



A few FAQs

What is e-broadcasting?
It is a way of delivering (one-way announcement) a message to a large number of students/faculty members through designated mailing group IDs.

What can be e-broadcasted?
Any message (lecture/conference announcements, job opportunities etc) which would be interesting to a large group of students/faculty members.

Who can e-broadcast?
Any faculty member or Head/Coordinator of Department/School/Unit of the institute, through an administrative functionary such as Dean or Director or Registrar.

What is the procedure for e-broadcasting?
Faculty members should mail the e-broadcasting message in the prescribed format to the administrative functionaries for further e-broadcasting to the target groups. (Please refer to the above e-broadcasting guidelines)

Can a faculty member announce a seminar/conference/lecture directly to students.all or faculty.all mailing group?
No. Faculty members cannot e-broadcast directly.
However, faculty members can post or announce such events directly to students or faculty members by logging into the “Seminar Announcement Portal” (Portal link is available in the Institute website).

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  *Last updated on 27 September 2016; 16:00 hrs