Campus Notices & Flyers

Policy & Records Administration is responsible for electronic distribution of official Campus Notices and Campus Flyers. We review notices and flyers for grammatical errors, content, and approvals and then distribute them to the appropriate list(s).

Campus Notices are memoranda distributed via listserve to a large segment of the campus community. All notices require the prior approval of either the Chancellor or the appropriate Vice Chancellor(s).

Flyers should be used for most announcements regarding campus events, activities, and general information, e.g., music presentations, theatre programs, lectures, blood drives, or campus relocations. Flyers do not require a signator and allow the originating office more flexibility for content and appearance.

To submit an announcement to Student Events Insider, visit http://studentevents.ucsd.edu.

How to Prepare a Campus Notice

The following subject matter is appropriate for a Campus Notice:

  • Employment-related information: Salary, benefits, training/development programs, recognition/awards programs
  • Policy/Regulations: Campus, systemwide and federal
  • Special campus events: All events that allow administrative time off, e.g., United Way/Chad Campaign, Pancake Breakfast/annual staff picnic, etc.
  • Appointments: Chancellor's Office/Management Staff, Vice Chancellors/Directors/Deans or Heads of Professional Schools
  • Certain accounting, purchasing and administrative systems matters
  • Safety/Security matters

Format:

  • Compose the notice as a plain text email with no formatting (e.g., bold, center, italics, underlines, graphics, etc.). Do not include the notice as an attachment. 
  • Choose the distribution list(s) for the notice from the lists shown below. 
  • Route the notice for review through the department who has written the notice as well as departments effected by the notice. The final approver(s) are the Vice Chancellor(s) for all areas writing and effected by the notice. The initiating Vice Chancellor area should forward the notice to adminrec@ucsd.edu for distribution.

Example:

UC SAN DIEGO
CAMPUS NOTICE
University of California, San Diego

OFFICE OF THE _______________
DATE __________

ALL ACADEMICS, STAFF AND STUDENTS AT UC SAN DIEGO

SUBJECT: Description or Title (50 characters maximum including spaces)


Main text of the notice.

                                   SENDER    Pradeep K. Khosla
                                   TITLE         Chancellor

How to Prepare a Campus Flyer

Format:

  • Compose the flyer as a plain text email with no formatting (e.g., bold, center, italics, underlines, graphics, etc.). Do not include the flyer as an attachment. 
  • Ensure individual lines are no longer than 72 characters (including spaces) and the overall message is 21 lines or less (including paragraph breaks).
  • Include the sender and intended audience for the message.
  • Send flyer requests to adminrec@ucsd.edu.

NOTE: Flyers on the same topic may not be sent more than once per two week period. No more than two flyers total may be sent on the same topic.


Example:

Subject: New Date for Event
Audience: UCSD Flyer List
From: ABC Department

Message Body:
(text starts here)

General Campus Mailing Lists

List Type of Material Description
UCSD-Notices Notices A listserve comprised of key administrators/key support staff and other individuals who wish to sign themselves up.  are included. Prior approval to use is required. Route the item through the appropriate Vice Chancellor.
All-Official-l Notices This list consists of all academics, staff and students with registered e-mail addresses on campus and UC San Diego Health System. Prior approval for use is required. Route the item through the appropriate Vice Chancellor.
All-At-UCSD Notices This list consists of all academics and staff with registered email addresses on campus and UC San Diego Health System. Prior approval for use is required. Route the item through the appropriate Vice Chancellor.
All-Staff Notices This list consists of all staff members (no academics) with registered email addresses on campus and UC San Diego Health System. Prior approval is required. Route notice through the appropriate Vice Chancellor.
UCSD-Flyers Flyers A listserv comprised of Office Mail Distribution Contacts and other individuals who wish to subscribe. This is the appropriate list for topics of general interest. UC San Diego Health System is included. Send to adminrec@ucsd.edu for posting.

Health Sciences Mailing Lists

List Type of Material Description
Health Sciences

Announcements/ Memorandum

This list is all employees in the School of Medicine, School of Pharmacy and the Health System. Prior approval for use is required. Contacts: hscannouncements@ucsd.edu or Leslie Webb at L2webb@ucsd.edu.
Health System Notices This list is all employees in the Health System. Prior approval for use is required. Contacts: hscannouncements@ucsd.edu or Leslie Webb at L2webb@ucsd.edu.
UC San Diego Health System The Health System distributes flyer-type material via their newsletters.

Academic Mailing Lists

List Type of Material Description
Acadsenate Notices/Memorandum This email list consists of all Academic Senate members. Individuals cannot subscribe/unsubscribe. Prior approval from Ray Rodriguez in the Academic Senate (858) 534-0981 is required.
Clinfac Notices/Researchers Flyers This email list consists of all academics, including researchers at the School of Medicine. Individuals cannot subscribe/unsubscribe. Both notices and researcher flyers may be distributed on this list. Notices must be routed through the appropriate Vice Chancellor. Researcher flyers may be sent to adminrec@ucsd.edu for processing. Flyers on general interest topics are not accepted.
All-Academics Notices/Memorandum This email list consists of all individuals with an academic title who have a registered campus email address. Individuals cannot subscribe/unsubscribe. Prior approval of the Executive Vice Chancellor - Academic Affairs is required.
Academic-Flyers Flyers This is a listserve comprised of academics and others who wish to subscribe. It is used for flyers that would be of particular interest to academics. Flyers on general interest topics are not accepted. Send flyers to adminrec@ucsd.edu.

Student Mailing Lists

List Type of Material Description
All-Students-At-UCSD Notices This list consists of all students with registered email addresses on campus. It is usually reserved for notices. Prior approval is required. Route the item through the Vice Chancellor - Student Affairs.
All-Public-Students-
At-UCSD
Notices This list consists of undergrad, grad, medical, and pharmacy students who have given their consent to be contacted. Usually reserved for notices. Prior approval is required. Route the item through the appropriate Vice Chancellor.
All-Undergrads-
At-UCSD
Notices This list consists of all undergraduates at UCSD. Usually reserved for notices. Prior approval is required. Route the item through the appropriate Vice Chancellor.
All-Gradspros-
At-UCSD
Notices This list consists of all graduate and professional students with registered email addresses on campus. Usually reserved for notices. Prior approval is required. Route the item through the appropriate Vice Chancellor.
Studentevents Flyers This listserv is comprised of students and other individuals who wish to subscribe. Announcements of general student interest from campus organizations and departments can be sent for posting from http://studentevents.ucsd.edu. For additional information, contact the Center for Student Involvement, (858) 534-0501, getinvolved@ucsd.edu.

Special Mailing Lists

List Description
All-At-SIO This list is for topics of general interest to the SIO community and other individuals who wish to subscribe. More information at http://siomail.ucsd.edu/mailman/listinfo/all-at-sio
SIO-Notices This list consists of faculty and staff at Scripps Institution of Oceanography. Contact siohelp@ucsd.edu or (858) 534-8484.
All-At-SOM This list consists of faculty and staff at the School of Medicine. For information, contact Kristin Kersey.

Subscribe to or Unsubscribe from a Mailing List

Other Types of Material for Distribution

Newsletters

Newsletters are publications which convey news items or information of current interest to the UC San Diego campus or community. These are published by various departments and distributed to general campus mailing lists, specialized lists, or available online, depending on the newsletter. Please contact postmistress@ucsd.edu for assistance with creating mail lists.

Official UC San Diego Publications

A "publication" is any graphic communication produced to convey information on behalf of the university. This includes the Graduate Studies Announcement, college bulletins, summer session publications, circulars which describe one department of instruction and research (or similar academic unit), gallery catalogs, college newsletters, recruitment pamphlets, departmental activity calendars, administrative reports or pamphlets which describe the purpose or activity of an administrative unit, and special events brochures, posters, or flyers. Such publications fall under the purview of the Publications Office and must be coordinated by that office from the planning stage forward.

Memoranda

Normal correspondence between campus offices which does not establish campuswide policies or procedures requires no approval nor coordination with Policy & Records Administration, except that memoranda distributed via mail lists managed by Policy & Records Administration still require the approval of the mail list controller.

Campus Notice Index

Search Notices
Year 2017
Year 2016
Year 2015
Year 2014
Year 2013
Year 2012
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Year 2002
Year 2001
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Year 1996
Year 1995
Year 1994
Year 1993

For Notices between 1969-1992, please contact Policy & Records Administration.