»Communications Guidelines for Chapman New Hires, Promotions, Departures, and Retirements

Background and Purpose

At Chapman, there are no codified guidelines for issuing all-campus announcements regarding personnel news. As such, these initial recommendations aim to create consistency and guardrails to inform executive and communications leadership decision making.

The Office of Strategic Marketing and Communications (SMC) advises that all announcements of this level be discussed with executive leadership and SMC leadership before any promises or decisions are made. Although the guidelines proper structure, many personnel announcements have nuance and complexity and require conversation.

New Hires

To qualify for an all-campus email, these conditions must be met.

• Level: At least VP and above* or sitting academic dean
• Scope: Public-facing role that regularly interacts with multiple Chapman constituencies and is well known by most across campus

Note that not all positions receive all-campus announcements.

Other ways to communicate:

• EVP, VP, or dean sends a unit-level communication; considers notifying senior staff and deans.
• Supervisor submits an announcement for internal newsletters (this would be one or two lines).
• SMC could pursue a profile piece for internal channels once the leader has been in their role for a few months.

Promotions

To qualify for an individual all-campus email, these conditions must be met.

• Level: At least VP and above* or sitting academic dean
• Scope: Public-facing role that regularly interacts with multiple Chapman constituencies and is well known by most across campus

Note that not all positions receive all-campus announcements.

For the faculty rank and tenure process:

• The Provost sends one all-campus email per academic year with these achievements.
• SMC could pursue a follow-up internal story.

Other ways to communicate:

• EVP, VP, or dean sends a unit-level communication; considers notifying senior staff and deans.
• Supervisor submits an announcement for internal newsletters (this would be one or two lines).
• SMC could pursue a profile piece for internal channels once the leader has been in their role for a few months.

Departures

To qualify for an all-campus email, these conditions must be met.

• Level: At least VP and above* or sitting academic dean
• Scope: Public-facing role that regularly interacts with multiple Chapman constituencies and is well known by most across campus

Note that not all positions receive all-campus announcements.

Other ways to communicate:

• EVP, VP, or dean sends a unit-level communication; considers notifying senior staff and deans.
• Supervisor notifies key internal business partners.
• Supervisor submits an announcement for internal newsletters (this would be one or two lines).

Retirements

To qualify for an all-campus email, all of these conditions must be met.

• Level: At least VP and above* or sitting academic dean
• Length of Service: At least 10 years
• Scope: Public-facing role that regularly interacts with multiple Chapman constituencies and is well known by most across campus

Note that not all positions receive all-campus announcements.

Other ways to communicate:

• EVP, VP, or dean sends a unit-level communication; considers notifying senior staff and deans.
• Supervisor notifies key internal business partners.
• Supervisor submits an announcement for internal newsletters (this would be one or two lines).
• Inclusion in an end-of-academic year roundup story thanking retirees.