BGSU ITS Communications Standards

ITS uses a variety of communication channels to reach the appropriate audience based on message urgency, scope, and impact. Primary channels include direct email (campus-wide or targeted), official web pages, and system-based notifications.   Messages are targeted to the smallest appropriate audience whenever possible, with campus-wide communications reserved for high-impact, time-sensitive or critical information.

ITS does not include clickable URLs in ITS email communications and instead uses clear, text-based navigation instructions rather than embedded links. This standard reduces exposure to phishing attacks and compromised accounts while reinforcing consistent, secure user behavior. 

Exceptions to this standard may be granted on a case-by-case basis by the Chief Information Officer or their designee.

Planned outages and maintenance activities are communicated to affected audiences in advance, with additional notice provided for high-impact services. Notifications are delivered through appropriate ITS communication channels based on scope, timing, and impact. When applicable, reminders or follow-up messages are issued to increase awareness and preparedness.

Emergency or unplanned outages may require immediate communication with little or no advance notice. Due to time sensitivity and potential impact, ITS may use mass email or other rapid-delivery channels. When appropriate, an all-clear message may be issued once service is restored. If service is restored before a notification can be delivered, an acknowledgement message may be used and will include the impacted service, a brief description of the issue, and the approximate date and time the issue was identified.

The Information Security Office will assess phishing, fraud, and other security-related activities to determine whether communication is warranted based on risk, impact, and audience. Notifications may be issued when appropriate and will be targeted and delivered through the appropriate communication channel.