Internal Mass Email Requirements, Guidelines, and Best Practices

The University strives to use campus communications resources effectively. Email is an efficient, cost-effective, and environmentally friendly way to communicate with large groups. However, non-strategic use of mass email can hinder the University’s ability to deliver critical messages and reduce productivity.

Recognizing these expectations and concerns, the University has created these requirements, guidelines, and best practices to ensure all staff, faculty, and student email remains an effective form of communication. This document includes the following information:

• Definition
• Appropriate use
• Access and Authorization
• Best practices
• Additional internal communication channels 

Definition
A mass email is any email message sent to the entire campus or large subset (e.g., all students, all faculty, all staff). All mass emails must:

• follow Marian’s identity and style guidelines
• be reviewed and approved by the Office of Marketing and Communications
• added to the university email calendar, which is managed by the Office of Marketing and Communications  

Appropriate Use
Mass email is appropriate for information that pertains to the majority of the recipients, is critical and/or time-sensitive, and meets one or more of the following standards: 

• Alerts the campus community to situations about health and safety risk.
• Provides information essential to the operation or execution of university business.
• Notifies the campus community about changes in governance, policy, and practice.
• Communicates essential information from the President, Provost, or other University senior leadership. 

Inappropriate use of internal mass email includes, but is not limited to:

• Messages that are not in line with the University’s mission.
• Messages that are commercial, except those that support University business.
• Political activities that advocate for or against a ballot measure or candidate.   
• Messages for job postings or research recruitment.
• Marketing or advertising of programs, events, classes, products, or events offered or sponsored by the University.
• Solicitations for contributions, charities, or participation in personal activities not related to university purposes or not sponsored by the University.
• Solicitations for non-University businesses operated by University faculty or staff.
• Messages that are discriminatory or infringe on privacy.

Access and Authorization
To reduce the number of all staff, faculty, and student emails sent from outlook, only approved senders will have access to distribute an email to an all staff, faculty, student list, including all, staff, faculty, and student lists specific to MUAC (Marian University’s Ancilla College).
Those senders are identified and approved by the Office of Information Technology, Office of Marketing Communications, and the Chancellor of Marian University Indianapolis

Approved Senders:

• President Elsener
• Dr. Ken Britt
• Joseph Heidt
• Deb Lawrence
• Greg Ginder
• Evan Hawkins
• Mike Bedel
• Ray Stanley
• Ruth Rodgers
• Brad Wucher
• Registrar’s Office
• Marian University Events

All others may collaborate with the Office of Marketing and Communications to request a mass email by submitting a MarCom project request.
The Office of Marketing and Communications utilizes Delivra email software to send mass email communications. Faculty and staff may be provided access and trained to utilize Delivra. To gain access and training, please submit a MarCom project request.

Best Practices

• A mass email message should be brief, self-explanatory, clear, and concise – ideally under 400 words. If there is a need to convey more information, the sender should link to a webpage or seek other communication channels. 
• Include a succinct subject line that conveys the email’s purpose.
• Provide a link or contact information about where people may ask questions or get more information. 
• Avoid sending frequent or repeated messages. Follow-up messages or reminders should seek other communication channels, except emergency communications. 
• Collaborate with others at the University to avoid redundancy and reduce the number of messages sent.
• Check spelling and grammar, and copy edit message to align with brand identity and style guidelines. 

Additional Internal Communication Channels
Before deciding on mass email as the choice for any communication please consider which internal communication channel or combination of, may be the best fit for your message

• Digital Signage
• Social media
• Website
• Flyer or printed item posted on campus
• In A Glance newsletter or another newsletter— The Office of Marketing and Communications will provide recommendations for which newsletter can best support your needs.