Email is a low-cost and easy method for sending communications to large audiences. The Division of Strategic Communications and the Office of Information Technology developed guidelines and resources to help faculty and staff use mass email effectively while complying with state and federal regulations as well as UA policies.
Mass Email Policy
UA’s mass email policy outlines rules and guidelines for using mass email to communicate with faculty, staff and students as well as off-campus email addresses, such as alumni, donors, etc.
All faculty and staff engaged in creating, writing or sending mass emails should familiarize themselves with the policy.
Request Authorization to Email a Campus Subgroup
Any emails intended for a campuswide subgroup (i.e. all faculty, all staff, or all students) must receive authorization from StratComm by following these steps:
- Complete the mass email review request form.
- StratComm reviews. Completion of the form does not mean automatic approval.
- Strat Comm provides written confirmation or denial to requestor.
If your department has an operational necessity to email campus subgroups on a routine basis, you can request an exception to have each individual email authorized by StratComm by completing the steps below.
Request an Exception to the Mass Email Communications Policy for Sending Mass Email to Campus or Campus Subgroup
Any email intended for distribution to the entire University community (faculty, staff, and students) must be approved and distributed by StratComm. Any emails intended for a campus-wide subgroup (i.e. all faculty, all staff, or all students) must receive authorization from StratComm.
Certain units or departments may receive exceptions to this requirement based on operational necessity by following these steps:
- Fill out the exception request form.
- StratComm reviews. Completion of the form does not mean an exception is granted.
- StratComm approves or denies and provides written confirmation of the decision to requestor.
- Exception is documented in a spreadsheet shared with OIT.
Approved Mass or Bulk Email Tools
This chart outlines the University-approved tools for sending mass or bulk email.
| Tool | Best used for | Audience | Subscription based? | How to Request Access |
|---|---|---|---|---|
| Outlook | Day-to-day, plain text emails related to UA business | Individual emails to internal and external audiences | No | All faculty and staff have individual accounts. Generic maildrop accounts can be requested through OIT. |
| Staffbase | Mass emails with visual elements like photos, logos, etc. (ex. Newsletters, event invitations, letters from leaders, important announcements, etc.) | Internal audiences only (faculty, staff, students) | No. Users cannot unsubscribe. | Request through Strategic Communications |
| Emma | Mass emails to external audiences (ex. alumni newsletter, marketing email for prospective students, event invitation, etc.) | Internal or external audiences | Accounts for sending to external audiences are required to include a link to unsubscribe. Internal accounts are not required to include an unsubscribe link. | Reach out to your division manager |
| Listserv | Plain text mass emails and/or lists where members can email the list with varying permission levels | Internal and external audiences | Can be subscription-based or not, depending on audience. | Request through OIT |
Resources
Mass Email FAQs
Can I use another third-party email marketing platform not listed above?
Faculty or staff requesting to use another email marketing service not listed as an approved tool must get an official exception from OIT. Contact ITSD@ua.edu to request an exception.