University-Wide Communications Governance
As part of Reengineering Madison, we are trying to achieve two primary objectives related to email communications across the university. First, we want to increase the effectiveness of email messaging by reducing the volume of email. The number of emails we receive has reached an overwhelming volume, leading to email fatigue and limited readers. A more coordinated approach will help us decrease the number of emails sent so that people are more likely to open and read them.
Second, we are reducing risk to the institution by increasing visibility into the many communications occurring across campus at any given time. For example, in a crisis situation, it is crucial that our community understand where to find the most current, official information. In addition, knowing what communications are planned helps to avoid insensitive or contradictory communication.
The Communications Governance Committee (CGC) is a group representing university-wide constituencies tasked to evaluate our communication processes and procedures in the context of other system changes resulting from Reengineering Madison.
The CGC goals include:
- Reducing the volume of emails we all receive.
- Increasing readership.
- Reducing institutional risk posed by our current systems.
- Ensuring a smooth transition to the new enterprise CRM.
Members of the CGC were charged to:
- Evaluate current processes and guidelines in place for internal and external email communications.
- Develop procedures and processes around intentional communication for the campus community that leverage the opportunities provided via Reengineering Madison.
- Goal 1: Reduce the volume of email
- Goal 2: Increase readership
- Evaluate modifications to campus-wide email coordination using metrics and data that is now available via new systems
The CGC is comprised of individuals appointed by the division heads to ensure a cross-divisional perspective on university communications and the technology supporting communication processes.
- Chairs: Robin Bryan and Bob Kolvoord, Reengineering Madison co-chairs
- Michael Swartley, Information Technology
- Leigh Ann Bowles, Administration and Finance
- Pam Brock, Philanthropy and Engagement
- Carson Lonett, Student Affairs
- Kristi Shackelford, Academic Affairs
- Mary-Hope Vass, University Communications
The e-newsletter, now distributed twice a week, will evolve into a more frequent summary of the many informational emails currently sent from multiple JMU departments. Rather than receiving lots of individual emails, the JMU information you need as an employee, along with notices of campus happenings, will be compiled into JMU News (or Dukes Weekly, for students).
The information departments currently send using bulk email requests is being shifted to JMU News, reducing the overall number of emails faculty and staff receive while providing a primary communication channel serving as the definitive source for official news and information. You’ll find more information on the processes replacing bulk mail requests here (?).
JMU News will serve as the official source of information for employees, and employees will not have the choice to “opt out” of receiving this email.
Dukes Weekly began in 2019 as a method to reduce email sent to students within the Student Affairs division. The popular e-newsletter is now sent weekly on Mondays at 1 p.m. You can see the Dukes Weekly archive here.
Soon, all student communications will be funneled through Dukes Weekly, including all emails that previously were distributed through the bulk email submission process. This evolution will support the university’s goal of reducing the number of emails students receive.
Dukes Weekly will serve as the official source of information for students, and students will not have the choice to “opt out” of receiving this email.
The Bulk Email Requests process for faculty, staff, and students are being folded into either the JMU News and Dukes Weekly, as appropriate. You will still be able to submit event information, updates, and other news to send to members of the JMU community.
Rather than submitting a bulk email request form to different offices, all users will complete a web form that will be directed approximately.
Communication about Communications Governance Committee
University Communications shared communication regarding Communications Governance on Nov. 11 to faculty and staff.
Frequently Asked Questions
Yes. Details will be coming soon.
April 2026.
The CGC will work with current iModules users to refine their processes and determine the best options for moving forward. Initial training will be provided for the new communications email tool, and members of the CGC will assist areas in creating and adapting to new workflows. In addition, we will introduce new workflows for large-scale emails going to internal and external stakeholders. These changes will improve coordination across all divisions.
University Communications. Depending on the scenario, discussion with the full Communications Governance Council may be needed.
Microsoft Outlook remains the recommended tool for departmental and divisional email, as well as other small-scale communications.
Contact University Communications or another JMU communications leader directly to convey the reason the urgent email is needed and provide content. Examples of urgent emails might include an active phishing attack or a significant academic deadline change due to a weather-related campus closure.
No, they should be submitted to JMU news, jmunews@jmu.edu.
Yes, every Dukes Weekly submission must include a link.
The Dukes Weekly team follows JMU IT Policy 1205. Any website or form that collects student information, must follow the guidelines of JMU IT Policy 1205. Other acceptable websites include JMU affiliated pages such as jmu.edu, beinvolved.jmu.edu, lib.jmu.edu, etc.
Content submissions are due by midnight on the Monday before you would like your submission included. Example: If you want to be included in the Feb. 9 edition, your content submission is due by midnight on Feb. 2.
Content submissions can be included a maximum of one time per semester. Departments and organizations can submit to Dukes Weekly more than once, but the submissions must include different content.
Please use this form for all Dukes Weekly submissions.
Subgroups will be able to be sent through the legacy bulk email process, for now.
Please contact the Dukes Weekly team at dukesweekly@jmu.edu to discuss.
No. Dukes Weekly is only sent during the academic year.
No. Dukes Weekly goes out every Monday at 1 p.m. If there is a change to your event after Dukes Weekly has been sent, please update your website and other marketing channels to reflect the change.
