Communication Policies and Guidelines

Purpose

To establish a clear and consistent framework for how communication is managed within and outside the department. All members of the university are required to communicate in a way that is appropriate, respectful, courteous, inclusive, and accessible to all. Please refer to the Office of Community Standards for additional details.

Scope

These policies and guidelines cover the use of all university communication channels and platforms as well as the utilization of any university resources to communicate on these channels and platforms (including personal social media accounts). University members are reminded that all communications carried out on University platforms remain the property of the University and are retrievable.

University Code of Conduct (Last Updated: January 1, 2023)

All members of the University Community are responsible for sustaining the high ethical standards of this institution, and of the broader community in which we function. The University values integrity, diversity, respect, freedom of inquiry and expression, trust, honesty, and fairness and strives to integrate these values into its education, research, health care, and business practices.

The University’s Code of Conduct is a shared statement of our commitment to upholding the ethical, professional, and legal standards we use as the basis for our daily and long-term decisions and actions.

Stanford University Fundamental Standard (Last Updated: June 12, 2023)

The Fundamental Standard has set the standard of conduct for students at Stanford since it was articulated in 1896. It states: “Students at Stanford are expected to show both within and without the University such respect for order, morality, personal honor, and the rights of others as is demanded of good citizens. Failure to do this will be sufficient cause for removal from the University.”

University Communication with Students

For many University communications, an email to a student’s Stanford email account is the official form of notification to the student. Emails sent by University officials to such email addresses will be presumed received and read by the student, who is expected to read and respond to these communications in a timely manner, when appropriate. 

Information Security

The purpose of this policy is to ensure the protection of Stanford's information resources from accidental or intentional unauthorized access or damage while also preserving and nurturing the open, information-sharing requirements of its academic culture. Please familiarize yourself with this Guide Memo as it states requirements for the protection of Stanford's information assets.

Advancing Free Speech and Inclusion

Please see the following links for additional information on Stanford University’s unwavering commitment to the free expression of ideas and its equally steadfast goal of creating an inclusive community.

University's Policies on Political, Campaign, and Lobbying Activities

Stanford University supports the expression and discussion of ideas and opinions and encourages members of the University community to be informed and engaged citizens. At the same time, however, Stanford is subject to federal, state, and local laws and regulations regarding political activities, such as campaign activities, lobbying, and the giving of gifts to public officials. This results in part because of the University’s status as a nonprofit 501(c)(3) entity.

While all members of the University community may express their political opinions and engage in political activities, they must do so only in their individual capacities and not speak or act on behalf of the University. Please click on the following link for the university’s policy on prohibited and restricted political, campaign, and lobbying activities.

Office of Community Standards

The mission of the Office of Community Standards is to promote the mutual responsibility of members of the Stanford community to uphold the Honor Code and Fundamental Standard. The office coordinates the student conduct system, including administering the formal disciplinary processes and the informal resolution of concerns. 

Guidelines on Department Distribution Lists

Department distribution lists include both mailing lists and electronic mail distribution lists including those created by members of the Stanford community from university sources. Use of the distribution lists is authorized only for the use of official University and Department of Chemistry business. University and department distribution lists may not, for example:

  • Be used for personal, partisan political, satire, or commercial purposes
  • Be provided to persons or entities outside the University
  • Be used for promotional purposes or solicitations by other than Stanford University

Consistent with Stanford University’s Code of Conduct, all communications are expected to be respectful and inclusive. By posting to these lists, one agrees to the policies and guidelines listed in this document. Violation of these policies is subject to disciplinary action administered by the department, school, university as well as the Office of Community Standards.

List of Department Mailing Lists

The Department of Chemistry maintains mandatory email distribution lists for official department business and academic requirements.

Separately, the department has a set of email lists that students and postdocs have the option to opt out of as they are not intended for department official business, but to facilitate community building and communication between students, postdocs, and their peers. When posting to these listservs, please note that any message posted to this listserv must comply with Stanford policies and guidelines. Message requests are reviewed during normal business hours (Monday through Friday, 8 am to 5 pm, excluding holidays), and they can be withheld or discarded without explanation at the discretion of department administrators. These policies and guidelines can be reviewed at: https://uit.stanford.edu/service/mailinglists/policies.

These opt-out mailing lists are as follows:

  • Graduate Students: chem-grad-forum [at] lists.stanford.edu (chem-grad-forum[at]lists[dot]stanford[dot]edu)
  • Postdocs: chem-postdoc-forum [at] lists.stanford.edu (chem-postdoc-forum[at]lists[dot]stanford[dot]edu)
  • Undergraduate Students (Chem Majors): chem-ugrad-forum [at] lists.stanford.edu (chem-ugrad-forum[at]lists[dot]stanford[dot]edu) 

To resubscribe to these optional mailing lists, please chemistry-communications [at] stanford.edu (chemistry-communications[at]stanford[dot]edu) with your request.

Announcements

All public notices must be approved by the Department of Chemistry before posting on bulletin boards. Email chemistry-communications [at] stanford.edu (chemistry-communications[at]stanford[dot]edu) for approval.

Usage of Stanford's identity and assets

The Ownership and Use of Stanford Trademarks and Images guide establishes the policies governing the use of Stanford's registered trademarks, as well as the use of unregistered names, seals, logos, emblems, images, symbols, and slogans that are representative of Stanford (together referred to herein as "Marks").

Social Media Guidelines

Your actions and statements have the ability not only to affect yourself but also others at Stanford and the university as a whole. Please bear in mind that posts on social media may be replicated quickly, taken out of context, and will remain public for an indeterminate amount of time. Similarly, do not disclose research findings or collaborations with colleagues that have not formally been made public.

  • You are responsible for what you post on your personal social media accounts.
  • Even when you are personally engaging on social media, a Stanford affiliation on your profile can adversely affect the university as a whole.
  • If you express a personal opinion in the public sphere and your social media profile indicates a direct connection to the university, it is advisable to include a statement clarifying that your views are personal and do not in any way represent Stanford University.

Reporting a Concern

To report a concern that is in violation of the Department of Chemistry’s Communications Policies and Guidelines, please email the Chemistry Department’s Communications and Outreach team at: chemistry-communications [at] stanford.edu (chemistry-communications[at]stanford[dot]edu).