Internal Email Guide

Campuswide listservs

• Academic Faculty – Only to academic faculty members
• Administrative Faculty – Only to administrative faculty members
• Classified – All classified staff
• Faculty – All faculty (academic and administrative)
• Graduate – All graduate students
• Undergraduate – All undergraduate students 

Is my information worthy of a campuswide email?

Consider asking yourself some questions – Is this message:

• Timely and/or urgent?
• Relevant to a large segment of the Mines community?
• Important enough to go directly to hundreds of inboxes right now? 

If you answered yes to all three of these, your message may be appropriate for a listserv email. 

If you answered no to any of these questions, consider submitting your information to the Daily Blast instead. All members of the campus community receive the Daily Blast – there is no opt-out allowed, and the Daily Blast was designed specifically to prevent dozens of one-off emails every day.

How to send a campuswide email?

If you believe your information is timely, relevant and important enough to merit a campuswide email, the next step is to discuss with the email moderator for your area/division. Their approval is required before a message can be sent to one (or more) of the listservs. The moderator will also provide instructions for how to send the message to ensure timely distribution — keep in mind that emails are only moderated during working hours Monday-Friday. 

Moderators (as of 12/2025) 

• Academic Affairs: Megan Rose
• Facilities, Administration and Operations: Colleen Miracle and Dana Kuhlman
• Student Life – Katie Joyce
• President’s Office – Kristen Beach
• IT: Amanda Mojica and Elisabeth Williams
• All other areas: Jasmine Leonas and Emilie Rusch (Communications & Marketing) 

Things to consider when writing an email for an internal listserv:

• Be brief. We’re conditioned to quickly scan emails to get to the main idea of a message without reading the entire text. Make sure any important information is high up in the text. For example, in a message about an event, have the date, time and place listed in the first couple of lines.
• Include links when possible. Give your audience a place to go if they need more details or need to take action.
• Check over your text. Make sure names, dates and times are correct, any links route properly and proof for spelling and grammar issues.
• Consider if you’re sending your email to the right listservs. Target the smallest possible group for your information – only those who need to know should receive your message.
• Avoid rejection! Some of the common reasons your email may be rejected include:
• Broken links
• Forwards and replies: An email sent to a listserv should not be a message that originally went to a different group. If the moderators receive a message that includes Re: or Fwd: in the subject line, it will be immediately rejected.
• Embedded images: It is best practice not to embed images in the body of an email for a variety of reasons, accessibility being chief among them. If you do want to embed an image, you must add alt text for screen readers. Additionally, any text in an image (time, date, place of event, for example) must be repeated in the body of the email. More information on digital accessibility is available at Mines Accessibility Resources.
• Confusing information or glaring errors  

What happens after I send my message to a listserv?

Once you send an email to a listserv, it will first be sent to a group of moderators for consideration. Your email will be reviewed and approved for immediate distribution if there are no issues. If a moderator has a question or needs you to modify your email or if your email will be rejected, they will reach out to let you know.  

Questions? Reach out to Internal Communications Specialist Jasmine Leonas at jleonas@mines.edu