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 upcoming mass email policy will outline 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.
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.