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Correspondence

Commission correspondence is “internal” or “external.” Internal correspondence is defined as formal or informal communication that occurs entirely within the commission (including former members and ex-officios). External correspondence is formal or informal communication to anyone outside the commission. Examples of each type of correspondence appear below.

Internal Correspondence:

Informal: E-mails to commission listservs, or e-mail correspondence within committees/teams. No review is necessary for these types of communications.

Examples:

    • Meeting reminders
    • Sending draft documents for review
    • Sending agendas


Formal:
Letters on commission letterhead. Review is required:

Examples:


External Correspondence:

Informal: E-mails pertaining to commission business, internal or external to the University. No review is necessary for these types of communications. However, collaboration with the commission liaison is advisable.

Examples:

    • Contacts with facility coordinators re: organizing events
    • Contacts with vendors re: promotional items


Formal: Communications including, but limited to, the bulleted items listed below. Review is required. See your liaison for assistance in determining the type of correspondence you wish to deliver, and whether or not review is required.

    • Appointment letters
    • Any letter or e-mail to University administrators (e.g., thank you letter to President Erickson, correspondence to President Erickson regarding annual meeting with the President and Provost)
    • Press releases
    • Newswire items
    • Mass mailings (event announcements, invitations external to commission membership)
    • Annual call for commission membership applications and nominations


Note: The recipient and content of the communication determine whether or not review is required, not the mode of delivery. For example, an e-mail to President Erickson requires review, while an e-mail to fellow commission members does not.

The Formal Correspondence Process:

  1. Consult your resources
  2. Prepare your materials
  3. Review and approval
  4. Timeframe


1.    Consult your resources
Detailed information regarding University publication standards and Educational Equity guidelines is available in Guidelines for Publications Produced in the Office of the Vice Provost for Educational Equity.

2.    Prepare your materials

a. Before formal correspondence activities begin, prepare the document to fit the standards for review-ready correspondence. Review-ready correspondence can be defined as a document that properly displays:

i. Accurate and complete information
ii. Correct grammar, spelling, and punctuation

b. Once the document meets the standards for review-ready correspondence, the commission members involved in formal communications should ensure that the correspondence contains all necessary details, including:

i. All recipients (including cc’s)
ii. Desired delivery date


3.    Review and approval

a. When the correspondence is ready, commission members send it to the Educational Equity liaison.

i. Note: Materials requiring U.Ed. review and approval must be sent directly to the liaison.

b. The liaison will review the document, correspond with the appropriate commission contact, and forward the materials to the University Editor Representative.

c. Formal correspondence, both internal and external, will be reviewed and edited by the University Editor Representative.


4.    Timeframe

a.    Please allow 2-3 weeks for the review/revision of formal correspondence (internal or external).

Resources:

Guidelines for Publications Produced in the Office of the Vice Provost for Educational Equity

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