XII. University Resources

University Mass Email (Daily Digest)

University of South Alabama faculty, staff, and students may use the university-wide mass email system to communicate official university business with the campus community. The Office of Marketing and Communications reviews and distributes all mass emails submitted during regular business hours.

University Mass Email messages are distributed Monday, Tuesday, Thursday, and Friday through the Daily Digest. Employees and students who prefer to receive individual email messages which will arrive at varying times of the day may change their settings at https://www.southalabama.edu/services/jagnet/digest.html Opting out of emails altogether is not allowed. Emails addressing issues of safety and other high priority items will still be sent individually regardless of your Daily Digest setting.

Emails to the Mass Email system generally will appear in the Daily Digest the following morning if received by 3 p.m., with the exception of Monday (messages must be received by Friday at 3pm). There is no Daily Digest on Wednesdays. Messages received Tuesday and Wednesday will appear in Thursday’s Daily Digest.

Important Daily Digest Topics:

• Choose the group/recipients for your particular message carefully.
• Type a brief, meaningful subject in the block provided. (Text only)
• Type your message in the block provided exactly as you want it to appear.
• There is a two message limit for all programs and events.
• Ensure that all pertinent information is included in your message: who, what, where, when (specific date, not “today,” “tomorrow,” or “yesterday”), email, etc.
• Messages may not be used to promote non-USA affiliated events or non-Registered Student Organizations.
• Emails that include surveys must first be sent for review to:
  https://www.southalabama.edu/departments/institutionaleffectiveness/survey-policy.html. You will be notified when a survey has been approved. Approvals must be emailed to marcomm@southalabama.edu prior to message submission.
• Please include all information in the body of the email, or a link (URL) to a University of South Alabama web page only. If you need assistance with a Web page, contact Web Services at (251) 460-6161. In general, links to external sites are not allowed.

Rules for Posting On-Campus Flyers

This policy applies to materials hung or affixed to university buildings or bulletin boards. It applies to the entire campus except when superseded by written policies of Housing, the Athletic Department, and the Student Center. Individuals authorized by the university to do so may remove materials posted that are not in accordance with this policy. Questions regarding this policy should be directed to the Director of the Student Center.

1. Reservation Process
   Reservations for all flyers, posters, and banners (with the above exceptions) should be made in the Student Center office located on the first floor. Groups or departments that have their own bulletin board do not need to make reservations for postings on their own board. All reserved flyers, posters, and banners must bear the stamped reservation date of the Student Center office except those utilized in spaces designated for a specific organization or department.
   
   
2. Criteria
   Posters that announce meetings, programs, and special events sponsored by registered student organizations or academic departments will be permitted in all university buildings. All material must include: the name of the sponsoring group, individual or department and, if necessary, an English translation accompanying the material. Materials may not contain obscene language, drawings, or illustrations. Materials may not make any reference in print or graphics to alcohol. For fundraisers, all beneficiaries of the fund-raising effort must be specified in the promotional material.
   
   
3. Guidelines
   Flyers: any paper not exceeding the size 8.5 by 11 inches. Poster: any paper not exceeding the size 24 x 17 inches.
   
   
   • All flyers/posters must be approved and stamped by the Student Center office.
   • Up to 50 flyers/posters allowed for USA student organizations.
   • Up to 15 flyers/posters allowed for individuals or non-USA groups.
   • Not more than 1 flyer/poster per bulletin board.
   • Flyers and posters may be posted in the following building and locations:
     
     • Administration bldg: Bulletin board in basement. No flyers/posters on the first floor.
     • Classroom bldgs: Approved bulletin boards.
     • MCOB: Approved bulletin boards.
     • HPELS: Approved bulletin boards.
     • College of Medicine: Student lounge bulletin board.
     • Library: Bulletin board in front lobby.
     • Life Sciences: Approved boards on each floor.
     • Humanities: In hallway joining two wings.
     • USA Mail Hub: Approved bulletin boards.
     • Shelby Hall: Approved bulletin boards.
     • Student Recreation Center: Must be approved by the Director of Campus Recreation.
     • Student Center: Approved bulletin boards.
     • Student Center Mall: Between two front doors.
     • No flyers/posters are allowed on painted surfaces, outside of any building, doors, windows, or trees.
     • All sheet signs must be approved by the Student Government Association.
     • NO flyers/posters are permitted on vehicles.
       
       The Student Center staff will remove posters on the last day of each month. All groups are encouraged to remove their own materials in a timely fashion and to remove other dated material when posting their own.
       
       Multi-date events may be posted for an entire semester, however, such posters will be taken down at the conclusion of each semester. Exceptions to time limitations may be made for posters promoting on-going programs that are hosted on campus.
       
       No posters are allowed on painted surfaces, the outside of any building, doors, glass, or trees. Exceptions may be made for the location of flyers within a building if the information pertains specifically to use of that building (e.g., No Smoking, Hours, etc.).
       
       Failure to comply with the above rules may result in the suspension of poster privileges for offending organization(s) and/or individuals.
       
       
4. Special Rules for Posting Banners in the Student Center
   These rules for posting in the Student Center apply to registered student organizations, academic, and administrative departments. Organizations and departments wishing to hang banners must reserve a location with the Director of the Student Center located on the first floor.
   
   
5. Sheet Signs
   You must be given permission by SGA to put up a sheet sign. Sheet signs may be hung outdoors only and can only be utilized to announce upcoming events of approved and registered USA student organizations, academic departments, and by SGA election candidates for campaign purposes. Sheet signs advertising an event may be hung seven days prior to the specified event and must be removed within three days following the event. All other sheet signs may be posted for a maximum of 30 days. Additional rules may apply, check with the SGA for full policies.
   
   
6. Chalking
   Chalking is allowed only on natural gray concrete sidewalks and streets that are subject to being washed by the rain, and the chalk used must be washable. No chalking can occur on sidewalks or building entrances that are covered in any way, nor on any type of brick or concrete pavers. Chalking is not allowed on walls, doors, windows, trees, or any vertical surfaces. Organizations or persons who violate this policy may be charged for time and materials to remove the chalk.

USA Catering (Aramark)

There isn't a better way to celebrate than to enjoy a fresh meal full of flavor. We've made it easy to coordinate delicious catering for any occasion on campus. All you have to do is fill out our online form, give us a call, or send us an email to arrange for our freshly prepared cuisine to be delivered straight to your event.

USA Catering (Aramark) maintains the exclusive contract for food and beverage service for all on campus events. Although food service waivers are available by exception, we encourage your use of these services as they are affordable, convenient, and enjoyable.

All RSOs also receive a special discount rate for their catered events on campus. Student organizations will need to contact the USA Catering Office to confirm their status to receive their discount and all student organization discounted catering is pick-up only.

USA Catering can be contacted at 251-460-7948, catering@southalabama.edu, or at the Mitchell Center Monday-Friday 8am-5pm.

Food Waivers

All university departments, offices, and student organizations must complete a food waiver form if they wish to have food/drinks at an event that is not catered by USA Catering. This includes bake sales, socials, award banquets, and any event where food/drinks will be present. Food waivers must be submitted at least 14 days prior to the event to the Office of Student Affairs. The food waiver must include:

• Date and location of event.
• Student organization name and contact information.
• Where the food/drinks will be coming from.
• What food items will be provided: Must be itemized with cost of individual items.
• Special information that Student Affairs may need to know.

Food waivers are located on the Office of Student Affairs website or by scanning the QR Code below.

USA Mail Hub

All registered student organizations may set up a PO Box at the USA Mail Hub located on the first floor of the Student Center (SC 169). The USA Mail Hub has their own rules and regulations for student organizations to establish their PO Box and who may access it throughout the academic year. Please see the following standards as defined by the USA Mail Hub.

• PO Box rental is $50 per year and is active for twelve months from the activation date. The USA Mail Hub only accepts cash or credit card payments.
• Only one (1) student from the student organization will have access to the organization’s PO Box and they must be the individual to open the mailbox. It is recommended that the student be the organization President or Secretary.
• The student organization will be held to the same standard of USA students with USA Mail Hub policy and procedures.

The USA Mail Hub may be reached at 251-414-8191 or by email at mailhub@southalabama.edu.