Web Calendar and Campus-Wide Email

All campus-wide emails must be approved by the appropriate college vice president.

College web calendar

Any event that expects at least 50 participants from on-campus should be listed on the college web calendar. Any events expecting less than 50 participants should not appear on the web calendar, and therefore do not qualify for a campus wide email. Campus-wide email is reserved for events that are of interest to a significant number of people on-campus. Events must be submitted on-line at: "http://sp.houghton.edu/calendar

Information and Contacts

All web calendared events and campus-wide emails must include the sponsoring organization or office and at least one contact person. All replies to the campus-wide email will be automatically directed to this person's Houghton email account.

Specifics about the event must also be included:

  • Actual date -- not just TONIGHT, but TONIGHT, Monday, Sept 1
  • Time of event
  • Location
  • Any admission fees or cost

At least one-week (7-days) lead time is expected.
Shorter requests will be considered as time allows.

Campus Wide Email Attachments

Unless absolutely necessary, you should NOT use/include an attachment. They are typically large in size, and due to virus concerns, many people will not open attachments in this type of email. You can include a web address/hyperlink if you want to post something on the web. Charted student organization can have web space (contact: Student Programs Office) to downloadable documents online.

Campus Wide Email file size must be 75 KB or smaller.

In order to facilitate both sending and receiving emails, the file size of each campus wide email is limited to 75 KB per email. In order to check the file size of an email you can email yourself and check the size column in Outlook. There are a number of options to reduce file size:

  • If you have access to graphic design software (such as Adobe Photoshop) you can reduce the size of graphics. Typically the image size should be approximately 6 inches x 4 inches at a resolution about about 125 pixels per inch. You can use the "Save for Web and Devices" option to view the image a variety of file sizes.
  • You can also insert an image (using Outlook). Click on the image inserted. On top menu bar select PICTURE TOOLS. Select COMPRESS PICTURES. Select ALL PICTURES IN DOCUMENT and the option for WEB/SCREEN. Select OKAY and APPLY.
  • Writing text in the email (and not in the image) will have significant file size. You can insert the image and then type into the email the text needed.

Using an image in an email:

  • To use an image, save the image as the smallest file size as you can, then create a new HTML email (new>format>HTML (if Rich Text is selected, you will need to switch the email to the plain text format, and then switch to HTML).
  • With the cursor in the HTML email body, choose Insert>Picture>Browse and select the image you would like to include.
  • Typically "plain text" emails are very small.
  • Rich text (without graphics) is also relatively small. Using "Copy/Paste" from another program with a graphic typically will make the file size too large. Instead, create the email in HTML format. For a graphic use: Insert >> Picture >> Browse.
  • If you use Rich Text format it is suggested that you do not use a font larger than 36 point. While larger fonts can add emphasis, we have found that people look for as much information on the preview screen or initial screen as they decided whether to "read" the email or just delete it. Use size, fonts, and color sparingly.

Student and Student Organization requests must be submitted to the Office of Student Life

Chartered student organizations are permitted to submit requests for email advertisements to be sent to the campus-wide (typically, students only, although faculty/staff lists may be included upon special request) distribution list. Approval should not be assumed; the email must meet the requirements below. Individuals are not permitted to send email to these distribution lists.

The student organization's advisor must send/forward approval of the email before it will be distributed campus-wide.

Requests should be emailed to:
kim.cockle@houghton.edu or greg.bish@houghton.edu

Campus Events and Offices (Our Common Ground, Artist Series, Lecture Series, etc) requests must be submitted to the Office of Student Life.

Academic related requests must be submitted to the Office of the Academic Dean

Community-based requests must be submitted to the Office of Student Life.

While these emails are very limited, there are situations where a community-based event significantly impacts either students and employees, spaces typically available across campus, or the campus in general. Emails about these events will be reviewed and approved by the vice president for student life.