Practices That Govern COM-FSM Email

COM-FSM email usage is governed by Administrative Procedure 8400 . This publication guide outlines the proper formatting and presentation of email with respect to that policy.

Public and campus announcements should be distributed through the college website and information panels rather than through emails. With the approval of office or department heads, designated, trained staff members are able to post these types of information.

All official emails sent on behalf of the college or a college department or office will follow the criteria described below:

  • An "Official email" is defined as an email being sent out by a college representative carrying a formal communication or directive.
  • An email being sent to the college aliases would be considered formal and therefore "official".
  • An email being sent to a subordinate, colleague, or acquaintance informally would not be "official" and does not have to follow the formatting described here.
  • Be in accordance to Section VI-B of the college's Technology Policy1
  • Be college related business, and sponsored by an official college department, office, or program.
  • Have relevance to the college population at large or the specific target group at the college.
  • Follow News Release [Link news release guide] guidelines if applicable.
  • Quotes at the end of the email (Quoting or citing a source in the email content is permitted)
  • Catch phrases
  • Slogans
  • Opinions

Technology Policy Section VI: B-1 Email Usage Guidelines (Policy Date)

Email is a computing resource provided by the College of Micronesia-FSM, and is therefore subject to use consistent with the guidelines for those resources.

Email is a form of communication; laws and guidelines of etiquette that apply to other forms of communication apply equally to email. Use of email to harass or intimidate another person, or any other illegal or unlawful purpose is prohibited. Use of email to send chain letters or for "pyramid schemes" is also discouraged.

College electronic mail services may be used for incidental personal purposes provided such use does not interfere with college operation of information technologies including electronic mail services, burden the college with incremental costs, or interfere with the user's employment or other obligations to the college.

Only messages relating to college activities should be sent to the system wide mailing lists. Such mailing lists are for notification of college events, communication of official college messages, and notification of bulletin board discussions. System-provided mailing lists shall not be used for "classified ads" (e.g., "For Sale," "For Lease," etc.) or "free items" (e.g., free kittens, free books, etc.). Users shall not use the system-provided mailing lists for commercial or partisan political purposes.

The structure of the email must have:

  1. The sender's full name and email address in the "To" field.
  2. A relevant subject line that summarizes the body of the email.
  3. The body must follow the officially adopted fonts colors and sizes.
    1. Official emails will be written in black text.
  4. The signature must contain the full name of the sender, official title of the sender, and contact information or the full name of the organization where the email originated, along with contact information for that organization.
  5. A disclosure may be included after the signature line if applicable.

    Figure 5. Sample COM-FSM Email

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