Mass Message Requirements & Compliance

Austin Peay's mass communications — whether sent via email, SMS/text, or messaging features within platforms such as AP Navigate — are governed by clear requirements for who may send messages and how compliance is enforced. Any message sent to a large number of students, faculty, and/or staff (generally 500 or more recipients) is considered a mass message and is subject to these requirements. Following these expectations helps maintain clarity, security, and trust in university communication.

Who Can Send or Request Mass Messages?

• Vice presidents and the President’s Office (for university-wide announcements)

• PR & Marketing staff (for campus-wide or official announcements)

• Designated communication directors

• Department heads with communication director approval

Before sending or requesting a message:

• Review the targeted channel’s requirements

• Obtain all necessary unit/department approvals

• Ensure your message is directly connected to university business

• Confirm that the platform or tool being used (e.g., email, SMS, AP Navigate) is an approved channel for the intended audience and message type

Compliance & Enforcement

PR & Marketing monitors all mass message activity — including email, SMS/text, and platform-based messaging tools — to ensure compliance with policies and standards. This applies regardless of the platform used to send the message.

• Monitoring: All mass message requests and distributions — across email, SMS, and third-party platforms — are reviewed for eligibility, content quality, and adherence to accessibility and branding standards.

• Non-compliance consequences:

  • Denial of email requests

  • Requirement of additional training

  • Temporary suspension of email privileges

  • Escalation to a supervisor or dean

  • Temporary or permanent restriction of platform access (e.g., AP Navigate messaging privileges)

Appeals

If you disagree with an enforcement decision, you may submit a written appeal to the Chief Marketing and Communications Officer, including a clear explanation and supporting documentation.

Need help?

Contact your communication director or PR & Marketing at news@apsu.edu or 931-221-7868 for support, to request training, or to determine whether a specific platform or message type requires approval. For approved channels for event and mass messaging, visit PR & Marketing's Campus Communications Page.