DISTRICT-WIDE EMAIL SIGNATURE AND PHOTO SPECIFICATIONS

Overview

Email is one of the most prevalent forms of communication within and outside of the District. As we communicate with new people on a constant basis, all employees should use a standardized, consistent email signature that clearly identifies who we are to one another and our stakeholders. 

Why

Email correspondence is often one of the only ways we communicate with some stakeholders. Consistent and professional formatting helps us to make a strong first and lasting impression. Standardized email signatures are common practice among many businesses. This uniform signature creates consistency among employees, which furthers the identity of the District. It is also a staple of the professional world and should be considered part of our District branding. You wouldn’t enter a meeting without introducing yourself and (likely) your professional role; why should electronic communication be any different? 

Examples

A good email signature is one that clearly states the name and title of the individual, along with their contact information. Possible options would be adding the LCR3 District logo or school specific logo and personalizing the reason that you are #proud2br3. Special colors, fonts, graphics, quotes, or email backgrounds are distracting and should not be part of a consistent District email format.  

Verbiage and Format: 

First and Last Name | Primary Title

Secondary Title(s), if applicable

Certifications (if applicable ex. Apple Teacher) - to add the Apple logo hold option + shift + K on your Apple device

School Name | District Name

School Phone | School or District Website

Exemplary Experiences, Trusting Relationships, Superior Instruction

I’m #proud2br3 because 

Example 1:

Jane Doe | First grade teacher
Lincoln Elementary | Lincoln County R-III School District
636-528-1990 | www.troy.k12.mo.us 

Exemplary Experiences, Trusting Relationships, Superior Instruction

I’m #proud2br3 because of the hard work and dedication of our students and staff.

Example 2: 

Jane Doe | Pre-school teacher
Class sponsor, JV girls track assistant coach
Early Childhood Education Center | Lincoln County R-III School District
636-462-3020 | www.troy.k12.mo.us/ecec

Exemplary Experiences, Trusting Relationships, Superior Instruction

I’m #proud2br3 because of the hard work and dedication of our students and staff.

Specs

Font: Sans Serif (Gmail default font)

Font size: “normal” 

Font enhancement: Only name, primary position, and district motto are bold

Phone number: List the phone number for your primary location/school*

Website link: Should link to the district website or your specific school website*

*The table below contains all district phone numbers and websites.

LCR3 Email Signature Set Up

Find the row in the below table that corresponds to your school, and choose one option to update the information on your signature.

1. Open and log into your school provided Gmail account
2. Click the gear symbol        in the upper right corner 
3. Click See all settings
4. Select “General” - first tab, usually already selected
5. Scroll down about two-thirds of the way to “Signature”
6. Copy, paste, and update your preferred version from the examples above with your information
7. Clean up any extra spaces above and below the logo
8. Save and close

For additional instructions, Google “create gmail signature.” 

Adding an Email Signature in SIS360:

On the home screen, click on User (Gold Icon Top Right) > Preferences > Mass Email > Add your signature > Click Save (Bottom Right).

As a reminder, colors, fonts, graphics, quotes, or email backgrounds (other than expressly noted above) are not part of the email signature and should not be included in your professional signature block. 

LCR3 Email Photo Set Up

When using Gmail, an option for the sender’s photograph is included. Similar to the email signature block, the photo that appears with your email should be professional and consistent as it is a representation of your professional role in our District. Please update this portion of your email by using the below steps. 

You should be the only person in the photograph. The photo should be clear, and you should be professionally dressed. This area should not include other graphics. If a photo is unavailable, please leave this area blank. 

1. Open and log into your school provided Gmail account
2. Click the gear symbol        in the upper right corner 
3. Click See All Settings
4. Select “General” - first tab, usually already selected
5. Scroll down about two-thirds of the way to “My Picture”
6. Click on “About Me”
7. Click on the > to the far right of your photo 
8. Click Change and upload the photo of your choice that follows the above criteria