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Interoffice Communications Procedure

This Standard Operating Procedure (SOP) establishes accessibility training requirements for employees who manage UAFS broadcast email, social media groups, or edit UAFS websites to help ensure communications are accessible and inclusive.

Version Information

Version 1.0
Effective Date December 1, 2025
Reviewed By Lee Krehbiel, Ph.D., Special Assistant to the Chancellor

Purpose

This Standard Operating Procedure (SOP) describes the process for training employees who:

  • Lead UAFS-related social media groups.
  • Have access to broadcast email channels.
  • Edit UAFS websites.

The goal is to ensure these employees create ADA-friendly communications using the same accessibility standards adopted for Blackboard communications through the Faculty Senate resolution approved in Spring 2025.

Scope

This SOP applies to employees responsible for creating or distributing widely shared marketing and informational materials. It outlines accessibility training requirements intended to promote equal access and inclusive experiences for all users regardless of ability.

Responsibilities

Information Technology (IT)

  • Maintain the official list of employees with broadcast email access.
  • Require accessibility training before granting broadcast email access.
  • Confirm training completion with Marketing Communications before adding new employees to the broadcast email access list.
  • Remove broadcast email access for employees who fail to complete required training.

Marketing Communications

  • Create accessibility training for interoffice communications.
  • Offer annual accessibility training sessions during the early fall, either in person or through an online module.
  • Provide IT with a list of employees who completed accessibility training by August 31 each year.

Employees with Broadcast Email Access

  • Complete required accessibility training by August 30 if training has not already been completed.
  • Maintain compliance to retain broadcast email privileges.
  • Repeat training only if accessibility standards are violated.

Social Media Managers and Website Editors

Employees who manage official UAFS social media groups or edit UAFS websites are strongly encouraged to complete accessibility training, even if they do not have broadcast email access.

Procedures

  1. Marketing Communications schedules and offers annual accessibility training for required and recommended audiences.
  2. Marketing Communications submits the list of completed participants to the designated IT staff member by August 31 each year.
  3. IT verifies completed training before granting broadcast email access.
  4. Employees who do not complete required training will have broadcast email access removed until training requirements have been met.
  5. New employees requesting broadcast email access will not receive access until Marketing Communications confirms successful completion of accessibility training.

Training Requirements

Employee Group Training Requirement
Broadcast Email Users Required
Website Editors Strongly Encouraged
Social Media Group Managers Strongly Encouraged

Annual Timeline

  • Early Fall – Marketing Communications offers accessibility training.
  • August 30 – Required training deadline for employees with broadcast email access.
  • August 31 – Marketing Communications submits training completion records to IT.
  • After August 31 – IT updates broadcast email access based on training completion.

Questions

Questions regarding this Standard Operating Procedure or accessibility training requirements should be directed to Marketing Communications or Information Technology.