Electronic Signature Policy

Purpose: To ensure that every official Pittsburg State University email serves as a consistent, professional, and trusted representation of the institution.

Applies to: All Pittsburg State University employees and student employees in their official work capacity.

Policy:

Pittsburg State University provides email, videoconferencing platforms, and other forms of communication for faculty and staff to use for the purpose of conducting University business, including matters related to teaching, research, and service.  

Employee email signature blocks shall contain only the information listed below:

Optional notice language: This email message, including attachments, if any, is intended for the person or entity which is addressed and may contain confidential and/or privileged information. If you are not the intended recipient, please contact the sender and destroy the original message, including all copies.

Employees who maintain more than one office shall list their office locations and in-office dates (if applicable) in substantially the same format as described above.

Calibri, Aptos, Times New Roman, or Arial 12-point font shall be used. Fonts shall be in a single color – either black or dark gray.

Employees wishing to include a Pitt State logo are required to do so via the Email Signature Generator available from Creative & Strategic Communication. All other logos, photos, and graphics are prohibited.

When conducting university business via videoconference or other communication platforms (e.g., Zoom and Microsoft Teams), an employee signature shall only include the employee’s name and, if desired, the employee’s title, academic credentials, unit, department, office, and/or "Pittsburg State University". 

Instructor contact information in course syllabi may only contain the information permitted in email signature blocks.

CONSEQUENCES

Failure to comply with the policy may result in disciplinary action, up to and including termination in accordance with university policy and any applicable labor agreements.