Tulane School of Medicine Email Broadcast Guidelines
SOM-ALL Listserv Policy
Tulane University School of Medicine has implemented updated listserv and web communication policies designed to reduce inbox clutter, streamline internal messaging, and strengthen our digital presence. These policies introduce a centralized calendar for School of Medicine events and a monthly newsletter announcing new faculty and staff. All updates take effect April 1.
SOM-ALL Listserv Overview
The SOM-ALL listserv is now managed by the Communications & Marketing department and is reserved exclusively for high-priority institutional communication. This policy applies to all faculty, staff, students, and administrators who use SOM-ALL for School of Medicine–wide announcements.
Approved Uses
The SOM-ALL listserv should only be used for critical or time-sensitive communications, including:
- Emergency notifications
- Official School of Medicine or University administration announcements
- Critical policy updates
- Town hall notifications
- Urgent health and safety advisories
If your announcement is not urgent, it must be routed through one of the appropriate alternative channels listed below.
Non-Urgent Communications
Routine or non-urgent messages should not be sent to the SOM-ALL listserv. Instead, they should be featured in:
Inside Tulane Med (ITM) Weekly Newsletter
Submit non-urgent announcements to: insidetulanemed@tulane.edu.
School of Medicine Events Calendar
All internal events—including Grand Rounds, Speaker Series, and other academic or Tulane-sponsored activities—are managed through the centralized SOM events calendar. Submit an event using the SOM Event Submission Form.
Events are reviewed by Communications & Marketing and added to the calendar when appropriate.
Monthly New Hire Newsletter
Faculty and staff hires will be included in a monthly School of Medicine onboarding newsletter. Submit new hires via the New Hire Submission Form by the 25th of each month.
Submitting a Listserv Request
All SOM-ALL listserv requests must be sent to:
somcommunications@tulane.edu
Requests must include:
- Subject line
- Message content (100–150 words when possible)
- Justification for listserv distribution
- Preferred date and time for sending
The SOM Communications Team will review the message. Non-urgent communications will be redirected to Inside Tulane Med or the SOM calendar.
Restrictions
The following items will not be distributed via SOM broadcast lists:
- Independent surveys or questionnaires (internal or external)
- Personal notices (items for sale, lost & found, solicitations)
- Employment opportunities (send to SOM Career Services)
- Messages promoting or endorsing external causes, fundraising efforts, charity drives, or relief initiatives
- Student announcements not aligned with SOM-wide priorities
- Students seeking alternative promotion options may work with the SGA communications lead.
Emergency & Special Circumstances
During weather emergencies, critical incidents, or extraordinary situations, the Office of the Dean may limit or suspend routine broadcast email. The Dean’s Office may also supersede these guidelines to issue urgent academic or operational communications essential to the safety and functioning of the School of Medicine.
Event Announcements
Weekly event communications are consolidated into Weekly Rounds, distributed each Monday.
Included in Weekly Rounds
- Grand Rounds
- Seminars
- Speaker events
- Tulane-sponsored academic activities
Individual event emails will not be sent separately.
To Submit an Event
- Use the SOM Event Submission Form
- Deadline: Thursdays at 12:00 p.m. for inclusion in the following Monday’s Weekly Rounds
- Calendar listings automatically appear on the SOM website
Tulane Listservs
Tulane University maintains a variety of email lists for faculty, staff, and students across all schools and programs. These lists are available for use and can be viewed at: listserv.tulane.edu. All broadcasts originating from the SOM must adhere to University-wide email system use policies.
Access & Appropriate Use
Use of broadcast email lists is restricted to members of the Tulane community. All messages must directly support the mission, operations, or academic priorities of Tulane School of Medicine.
Content Requirements
- Messages must be broadly relevant and of significant importance to a large portion of the SOM community.
- Emails should be short and concise (100–150 words). For longer content, include a brief summary and link to a webpage with full details.
- Every broadcast email must identify a clear point of contact (individual or departmental).
- Broadcast emails are typically sent in plain text. Messages containing HTML, graphics, or attachments will be reviewed and approved at moderator discretion.
