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State Council E-blast Policy and Request Form

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The SHRM State Council is responsible for developing the content of the e-blast, which must be approved by the appropriate Field Services Director. If there are questions about the appropriateness of the content, the Field Services Director will forward the proposed content to the Member Relations Manager for review, feedback, and approval. Once approved, the Regional Administrator will insert the approved content inside the appropriate template and send the e-blast to the authorized audience. All content must be submitted for approval on the appropriate electronic request form.

By requesting SHRM to send an e-mail blast on its behalf, a SHRM State Council agrees to indemnify SHRM against any and all liability and expenses which SHRM may incur as a result of claims made against SHRM based upon the fact that such e-mail violates the intellectual property rights or any other rights of any third parties.

It must be clear that the e-mail is being sent by SHRM on behalf of an SHRM State Council. The language contained in the e-blast must be clearly stated and must NOT create confusion on behalf of the recipient as to who is authoring the e-blast. For example, a State Council must include the State Council
s official name, rather than simply saying SHRM.

An e-blast may not promote a membership, service or product in direct competition with SHRM membership or an SHRM product under any circumstances. Fo
r example:

  • No e-blasts are permitted promoting memberships in non-SHRM affiliated HR associations.
  • No e-blasts are permitted promoting a certification preparation process using a product other than the SHRM Learning System as the basis for the process.

A ten (10) business-day lead time is required for all e-blast requests.

State Council E-blasts

  1. The request form is found at the bottom of this page.
  2. Requests must be submitted (or approved by) the State Council Director or his/her designee. However, the State Council Director should still be made aware of the e-blast request.
  3. No multiple state and no Regional e-blasts are permitted. The request must be only for the state sponsoring the conference/event or SHRM at-large recruitment drive. E-blasts may not be sent to multiple states - for collaborative events between two states, each State Council must make an e-blast request to go to the SHRM members in his/her respective state.
  4. The e-blast request text is limited to up to 400 words.
  5. The State Council Director and/or his/her designee will be notified that the e-blast request has been fulfilled.
  6. Pursuant to the language in the State Council Charters, SHRM is the owner of the list of names, mailing addresses, e-mail addresses, and phone numbers of those individuals who are members of SHRM. With respect to those SHRM members who are also members of SHRM chapters within the State Councils state (SHRM/Chapter Joint Members) SHRM owns such membership list jointly with the SHRM chapter in which the member belongs. With respect to those SHRM members residing and/or working in the State Councils state who are not members of a SHRM chapter (SHRM At-Large Members) SHRM is the exclusive owner of such membership list. The State Council has the non- exclusive right to use the list of names and mailing addresses of the SHRM At-Large- Members only for the internal purposes of the State Council, and may not, absent written consent of SHRM, use such list for the purpose of licensing any portion of it to any third parties or offering or advertising the products or services of any third parties to SHRM At- Large-Members. The State Council has the non-exclusive right to use the list of names, mailing addresses, and telephone numbers of the SHRM/Chapter Joint Members only for the internal purposes of the State Council, and may not, absent written consent of SHRM or the SHRM chapter(s) which jointly owns the portion of such list to be used, use such list for the purpose of licensing any portion of it to any third parties or offering or advertising the products or services of any third parties to SHRM/Chapter Joint Members.


      E-BLAST GUIDELINES FOR STATE COUNCILS:  2 E-blasts per Quarter

SHRM-affiliated State Councils may use this form to request an e-blast to a specific SHRM audience using the following guidelines:

SHRM will e-blast communications from the State Council for the following purposes:

·         Promotion of State Conferences and Other State Council-Sponsored Events (e.g. state legislative conference, Best Places to Work event, etc.)

·         Communication with SHRM Members in the State (e.g. encouraging chapter membership, promoting awareness of the State Council’s existence, distribution of a State Council newsletter or digital magazine, etc.)


The State Council determines the audience for each e-blast:

·         At-large SHRM members in the state ONLY, or

·         All SHRM members in the state (in chapter and at-large


SHRM-affiliated State Councils are eligible for two e-blasts per quarter, for a total of eight per calendar year.  However, of those eight allotted e-blasts, there is no limit on the number of eblasts that can be used to promote a particular conference, event or communication. 


The e-blast must close with a State Council point of contact, email address/or and telephone number for questions or further information.  

There will be no e-blasting to other states. State Councils are encouraged to work with their sister State Councils should they desire to publicize their events in other states.


Blackout Period: SHRM will not send any e-blast on behalf of the State Council during the period of June 1 – June 30 and during the period of December 15 – January 1.   Please submit your request within 10 business days prior the start of the stated blackout periods.


I have read and understand the policy and guidelines.







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