Mass Email Process

The following steps are used to process mass email messages from the University that are sent to 500 or more members of the public. Consult with University Web Services if you are unsure whether you need to engage the mass email process for your message. Production time is 3-5 business days, depending on customization.

Step 1

A mass-email checklist must first be filled out by the requester.

Step 2

The email will be designed and edited by a team, beginning with a web developer. The web developer will add an entry in the University mass email schedule with the desired send date.

Step 3

If custom art is sought, the Assistant Vice President of Marketing will review. Requestor reviews the email once it is designed.

Step 4

A web developer performs technical testing to make sure the message and images work across popular email programs (Gmail, Outlook/, AT&T, Yahoo!, etc.).

Step 5

A small review group edits the message for typos or mistakes (eight-hour review).

Step 6

Final review from web content editors (24-hour review). Most emails will be ready for distribution after Step 6. Once given the final OK from the web content editors, the email is sent to the audience requested on the date reserved on the University’s mass email schedule.

Step 7

Some emails require Step 7 approval from the Vice President of Communications (presidential communications), the Associate Vice President of Marketing (admissions and enrollment) or the Vice President of Development. (24-hour review)