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These guidelines outline what content merits a broadcast email to UNC Lineberger Comprehensive Cancer Center faculty, staff and trainees with the overarching goal of ensuring that communications are timely, relevant and effective while minimizing email fatigue.

Broadcast email messages should be used only for announcements that cannot be accomplished using other existing communications tools, such as UNC Lineberger Events newsletter, UNC Lineberger Lineup newsletter, UNC Lineberger website’s digital calendar, digital signage and messages targeting specific departments or groups.

Please contact the UNC Lineberger Communications and Marketing team, lcccnews@unc.med.unc, if you have questions about the guidelines or need help with communications about an upcoming event or news item.

When to Send Broadcast Emails

Urgent Notifications

  • Health and safety alerts (e.g., public health issues/natural disaster updates, facility emergencies)
  • Immediate changes to operational procedures
  • Critical information affecting patient care

Important Organizational Announcements

  • Leadership changes or appointments
  • Major funding opportunities or grants
  • Significant achievements or awards

Mandatory Compliance Information

  • Required training sessions or certifications
  • Updates on policy changes that affect all members
  • Building maintenance concerns

Case-by-Case Exceptions

Requests for broadcast emails that do not meet the above criteria will be considered on a case-by-case basis. Justifications must be provided, outlining the importance and urgency of the information.

Alternative Communication Options

Targeted Communication

  • Program leads should communicate directly with their teams for specific updates or changes relevant only to their program members.
  • Faculty members can send direct communications to their lab personnel for urgent matters.
  • The cancer center’s Data Curation Team maintains an email list for each of the cancer center’s nine research programs and can send emails to specific programs. Requests for a targeted program email should be sent to lccc-dct@office.unc.edu. Please allow two business days for the request to be reviewed.

Internal Meetings

Use departmental or program meetings to relay information that may not require mass distribution but is essential for operational awareness.

Newsletters

Submit your event to lcccnews@unc.med.unc by Thursday to be considered for inclusion in the following Monday’s weekly Events newsletter. Other messages will be considered for inclusion in the Lineup newsletter, which is sent out every other Tuesday.

Approval Process

All requests for broadcast emails must be submitted to the UNC Lineberger Communications and Marketing team, lcccnews@unc.med.unc, for review.

Please include the following in your request:

  • Subject of the email
  • Purpose and urgency of the message
  • Proposed recipient list (e.g., full center, specific programs)
  • Desired send date and time

Implementation

The Communications and Marketing team will monitor email engagement and seek feedback to continually refine communication strategies.


Effective communication is vital to the functioning of our cancer center. By adhering to these guidelines, we can ensure that all our members receive important information without overwhelming their inboxes. Thank you for your cooperation and please reach out to Bill Schaller or Erin Sommer with any questions.