Traditional Fine Arts Organization

Institution Outreach Project



Procedure for outreach to college art museum studies faculty


1. Finding names

After agreeing with TFAO on a block of college names, each college with a museum studies major from the progress list may then be accessed by Google search with keywords: [college's name + art museum studies + email] or a similar keyword series of words. The word "museology" may be substituted for "museum studies."

Or, the volunteer may the access the college's website home page to begin the search for email addressees. When studying websites in order to locate email addresses of appropriate museum studies faculty members, there are varied approaches. The "academics" page, or a page similarly titled, may lead to a "fine arts" or "arts" or "museum studies" page, which in turn may lead to a "faculty" or "people" page with names and email addresses of faculty with emphasis on museum studies faculty members. Sometimes, the Google search technique won't work and instead will lead to the homepage of the college, requiring search through the college website to find the faculty.


The Google keyword approach is likely more productive than accessing a college through its home page.
If no faculty email addresses are found, as a last resort there may be a general email address for the department that teaches museum studies.

After a block of college names is completed, subsequent blocks may be agreed to between TFAO and the volunteer.


2. Choosing names or departments

Only certain department personnel are included as addressees in outreach letters. Appropriate addressees and their identification codes are:

MS: faculty with museum studies as a field of interest
G: only a general email address for the department teaching museum studies
N: no email address for the department or faculty teaching museum studies

See Tallying addressees by code and reporting below for use of identification codes.


3. Protocol for preparing and sending emails

TFAO may first forward a copy of the proposed template design to the volunteer, or the volunteer creates a template letter to be sent to TFAO. In either case, the volunteer sends a copy of the template that will be used for creating letters to colleges for TFAO's review and approval prior to sending emails to colleges.

To begin the process of preparing an email to be sent to a museum, the template text with links and TFAO logo embedded in it, is pasted onto a blank new message.

Each email produced from the template that will be sent to a college will have the blue and white TFAO logo at the bottom of the letter and hyperlinks to Traditional Fine Arts Organization, projects, reports, studies, Museums Explained, Planning, Organizing and Touring Art Exhibitions, Founding a Private Art Museum and Digital Libraries for Museums


To prevent incomplete emails being sent, the body of the letter is copied from the template first, the subject line second, and then the email addresses are added in the appropriate field.

In each letter to be sent, all faculty email addresses are entered in the primary addressee (To:) field. The cc field is not used. There is always a bcc for each letter sent to for tallying and analysis.

Only one letter is sent to each college. For universities with multiple campuses, only one letter is sent to each campus


4. Tallying addressees by code and reporting

Staff identification codes, and the date each email is sent (mm/yy), are recorded by the volunteer for each contacted college campus next to the name of the campus on the volunteer's segment of the progress list. After each state is completed (containing recorded codes) it is emailed to TFAO.

The volunteer will keep a copy of all emails sent to colleges and universities in a separate folder. The retained email addresses may be used again in future mailings.


Note: College Art Association does not provide email addresses of members.

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Clip art courtesy of, Above photo of de Saisset Museum at Santa Clara University © John Hazeltine.

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