Content, Graphics & Accessibility Standards

All mass email communications at Austin Peay must be clear, actionable, accessible, and visually appropriate. These standards ensure every recipient—including those using assistive technology—can easily read and act on your message.

Content Requirements

• Focus on university business: Every email must directly relate to campus operations, events, or information needs.

• Be clear and concise: State the main point in the first sentence. Avoid jargon, unexplained acronyms, and overly technical language.

• Address key details: Include who, what, when, where, why, and how.

• Use strong subject lines: Make them action-oriented and under 50 characters.

• Break up text: Use short paragraphs, headers, and bulleted lists for readability.

Graphics & Images

• Relevancy: Only include graphics or images when they add essential value or improve understanding, not just for decoration.

• University branding: Use official logos in accordance with APSU branding guidelines.

• Specifications:

  • Maximum width: 600px
  • Formats: JPG or PNG, under 500KB per image
  • Descriptive alt text is required for every image

• Color contrast: Maintain at least a 4.5:1 ratio between text and background.

• Layout: Images should scale correctly on mobile.

Accessibility Standards

• Use university-approved, accessible templates (e.g., Emma)

• Include alt text for all images/graphics

• Ensure a logical reading order with headers and lists

• Avoid flashing or animated content

• Use sans-serif fonts at a minimum 14px size

• Do not send attachments to campus-wide lists; link to official web pages or resources instead

Links & Attachments

• Descriptive links: Use clear, relevant text (not “click here”)

• Tested and mobile-friendly: Check all links for accuracy and function across devices

• No attachments on mass emails: Instead, link to files or pages that meet accessibility standards

For accessibility help, contact news@apsu.edu.