Student Success email signatures

Every default signature block must include:

• Staff/faculty first name
• Staff/faculty last name
• Staff/faculty position/title
• Department/Unit: Student Success
• Sub-unit (examples: Office of Undergraduate Admission or Stuckert Career Center or VIP Center)
• Staff/faculty email address

Suggested additions to default signature block:

• Staff/faculty credentials
• Address (including city/state/ZIP)
• Staff/faculty member’s phone number
• Website (please use either StudentSuccess.uky.edu or your unit or program’s home page)

Optional addition to default signature block:

• Staff/faculty preferred pronouns

The main signature block should not be edited to include any information other than outlined above or to alter the markup presentation. Some staff/faculty members may wish to append text below the main signature block that will become part of their standard signature. Any appended text should be formatted using the font Avenir Book in point size 10 and font color #000000 (black); an acceptable alternative if Avenir Book is unavailable is Arial Regular in point size 10 and font color #000000 (black). Italics and bold are appropriate for highlighting appended text, but other markup should not be employed.

Acceptable signature appendices:

• Staff/faculty member’s mobile phone number only if relevant to official work capacity
• Unit/program’s fax number only if relevant
• Confidentiality statement—please use the following University-approved text:
  
  
  
  Statement of confidentiality: Please note email may not be a secure form of communication and your confidentiality is not ensured. The contents of this e-mail message and any attachments are confidential and are intended solely for addressee(s). The information may also be legally privileged. This transmission is sent in trust, for the sole purpose of delivery to the intended recipient(s). If you have received this transmission in error, any use, reproduction, or dissemination of this transmission is strictly prohibited. If you are not the intended recipient, please immediately notify the sender by reply email or phone and delete this message and its attachments, if any.
  
   
• Unit/program hours of operation and/or urgent response statement—please use a consistent message across your unit or program, and include only if appropriate to your audience. Example:
  
  
  
  Delayed response: For emergencies, call 911. ProgramName’s staff members monitor emails on weekdays between 8 a.m. and 4:30 p.m. except for holidays and vacations. Your email may not be seen immediately. Please call 859-257-0000 during office hours to schedule an appointment or visit our website at ProgramName.uky.edu.
  
   
• Unit/department mission statement, vision statement, and/or values
• Unit/department social media account addresses; identify only using platform name in text (e.g., Facebook or Twitter); do not use icons
• Unit/department graphic identifiers or icons. Image size should not exceed 60 pixels in height or width and should not be displayed if not easily legible at this dimension.
• Staff/faculty member social media account addresses only if used solely for position-related academic or professional pursuits
• Temporary information or news updates—please use a consistent message across your unit or program, and designate a start and end date for this information to be included in email signatures. Example:
  
  
  
  Please note: ProgramName will reside in a new, temporary campus location between January and July 2022. Our address will be the Buildingname Hall, 100 Streetname Rd, Suite 1, Lexington, KY 40508.
  
   
• Academic, scholarly, or professional quote(s) not to exceed 250 characters.

Unacceptable signature appendices:

• Statements, quotes, images, or other content that may be offensive or controversial, including overtly political statements.
• Staff/faculty member’s personal information, including links to websites or social media accounts that do not comply with the provisions above.
• Other logos, symbols, icons, or other graphics.

Short signature block:

When replying within an email chain, a shortened version of your signature block may be appropriate. Short signature blocks should contain only the following information and should be formatted using the font Avenir Book in point size 12 and font color #000000 (black); an acceptable alternative if Avenir Book is unavailable is Arial Regular in point size 12 and font color #000000 (black):

• Unit/program lockup
• Staff/faculty first and last name (in bold font)
• Staff/faculty position/title
• Department/Unit: Student Success
• Sub-unit (examples: Office of Undergraduate Admission or Stuckert Career Center or VIP Center)