• Section 1 - Purpose
• Section 2 - Interpretation, Application and Scope
• Section 3 - UOW Email Signatures
• Section 4 - Email Signature Templates
• Section 5 - Promotions in Email Signatures
• Section 6 - Out of Office Template
• Section 7 - Email Signature Best Practice
• Section 8 - Roles and Responsibilities
• Section 9 - Definitions

Section 1 - Purpose

(1) The University of Wollongong (UOW) uses a standard email signature to provide professional consistency when communicating via email.

(2) This Procedure:

1. gives effect to the Brand and Reputation Policy;
2. prescribes the management of UOW email signatures in a sustained and disciplined way:
   1. defining information required to be included in the UOW email signature and how it should appear;
   2. is applicable to all UOW staff; with controlled entities encouraged to use this Procedure as a guide when developing their own template.
   3. supports the University’s ability to protect and enhance its brand and reputation.

Section 2 - Interpretation, Application and Scope

(3) Words and phrases used in this Procedure and not otherwise defined in this document have the meanings they have in the Brand and Reputation Policy.

(4) This Procedure shares the same application and scope as the Brand and Reputation Policy.

Section 3 - UOW Email Signatures

(5) The standard UOW email signature templates are outlined in this Procedure, and the font/format should be maintained as provided.

(6) Compulsory Information for all UOW email signatures is as follows:

1. your full name;
2. position title;
3. division/faculty;
4. postal address information;
5. postal address information must be included in your signature. The official UOW address is ‘University of Wollongong NSW 2522’;
6. telephone/contact numbers. Fax and mobile numbers are optional and can only be included if they are work numbers. Personal numbers must not be included;
7. website Link;
8. UOW Logo;
9. social Media;
10. confidentiality & environmental statement;
11. optional information, depending work area and individual;
12. personal pronouns (e.g. she/her, he/him, they/them);
13. unit/department;
14. part-time staff work hours;
15. CRICOS. University of Wollongong CRICOS: 00102E;
16. link to feedback at UOW;
17. academic staff promoting their research. UOW scholars' profile or ORCID digital ID.

Section 4 - Email Signature Templates

(7) Email signatures (new messages and replies) must follow the template and guidance available on the Brand, Marketing and Communications Webpage.

(8) The only logos to be used in a UOW email signature are the UOW Logo or an approved sub brand logo.

(9) The Chief Communications and Marketing Officer must approve any changes or deviations to this template.

Section 5 - Promotions in Email Signatures

(10) From time to time, areas within UOW may wish to widely promote an initiative or message. Including a promotional button in the official UOW email signature may be possible, provided it fits within the following guidelines:

1. it is an event or campaign that is aimed at or relates to a large majority of the UOW community, and/or the external community, such as UOW Open Day; and
2. it is for a certain period of time; that is, it has a definite start and end date; and
3. it will positively impact on UOW’s brand and reputation; and
4. the button, image or wording used to promote the event is on brand and is small in size so as not to impact on UOW IT servers (must be smaller than 20kb).

(11) Requests to include a promotional item in the UOW email signature that meet the above criteria must be submitted to the Chief Communications and Marketing Officer (brand-uow@uow.edu.au) for consideration and approval, prior to implementation. Requests may be denied if they do not meet the above criteria.

(12) The area requesting the inclusion of the promotional button, image or wording will be responsible for implementing and communicating it across UOW and also for ensuring that it is removed from all email signatures at the conclusion of the event/campaign.

(13) Approved promotional tiles are available from the Advancement & Communications Division Intranet site.

Section 6 - Out of Office Template

(14) The following template can be used when setting up an out of office message.

(15) Out of office auto-reply messages are required to be activated whenever a staff member is away from the office for more than a day.

(16) Part-time staff members should activate an out of office message on days they do not work.

(17) Where a staff member is teleworking from an alternative office with normal access to their UOW staff mail, there is no requirement for an out of office message to be activated.

Section 7 - Email Signature Best Practice

(18) Ensure your signature has all the correct information.

(19) Capitalise your name formally, e.g., John A. Smith, John Smith.

(20) Avoid aligning elements in your signature with spaces or tabs; they may display differently on many computers, which can make the layout position incorrect.

(21) Formal sign-offs can be incorporated into your email signature, e.g. Regards, Kind Regards.

(22) Do not use quotes, images, or other graphics in your email signature.

(23) The only colour to be used is black - do not use pastel or bright colours with script fonts in your email signature.

(24) Standard fonts and colours are most legible and will display on the email software for receivers more reliably.

Section 8 - Roles and Responsibilities

(25) Roles and responsibilities are detailed throughout this Procedure.

Section 9 - Definitions