Using IRT's Maintained Lists for Email Distribution
Approval Is Required
All mass emails sent through IRT's drexel-official and drexel-announce lists require the approval of a Drexel vice president or higher, or an official who can approve in his/her stead.
Please allow the Mailing List team up to two business days to send your mailing. The more advance notice we are given, the better. However, mailings can often be sent more quickly, and emergency or time-sensitive mailings are handled as appropriate.
- All messages to drexel-official/announce lists must have prior approval from a Drexel vice president or higher.
- Attachments are not allowed with most mass emails because of the server load. Attachments also carry a potential security risk as vectors for infection--as such, many users are instructed not to open attachments they aren't expecting, anyway. IRT will only make exceptions for small attachments going to small lists.
- Plan ahead. IRT recommends announcing events at least three days in advance.
- Frequent reminder messages are discouraged, since repeat messages alienate (y)our audience and can be viewed as spam, but individual checkpoints within a major event’s planning (e.g., submission of abstracts, registration, etc.) can be advertised separately.
- No commercial messages will be accepted except those deemed beneficial to the University by the approving University official.
- Only IRT personnel have access to these drexel-official/announce lists. IRT will never sell, rent, or otherwise share these lists with non-University groups or individuals. The provision of lists of University email addresses to external groups or individuals, by anyone, is an explicit violation of the Acceptable Use Policy.
- The accuracy of content is the responsibility of the person/entity providing the content. Typos in messages sent to IRT for distribution (and subsequently distributed) are NOT grounds for resending the message except under special circumstances.
Procedure for Broadcast Email Requests
All requests sent to the appropriate office for approval should
include the following information:
- The name of a contact person, along with a telephone number and email address, in case questions about the mailing request arise.
- The email address (otherwise known as the "reply-to") to which replies to the message will be sent to.
- The audience to be targeted (by status and location). Email email@example.com for more information.
- The date when you would like the email to be sent. Otherwise, messages will be sent within two days if all necessary information is present.
NOTE: Some messages are sent the same day of the request. PLEASE ensure that all message text is correct as sent messages cannot be recalled.
- (Optional) You can include a subject heading for your email message. Otherwise, IRT will choose one for you.
- The text of the message to be sent. Optionally, this can be a Word document with basic formatting (underlining, italics, bold, etc.).
Alternatively, you can provide use with an HTML file of the message if it is already formatted. If the template is new, we will run some basic testing for formatting across email clients. If we run into major formatting issues, we will work with the message requestor/formatter to resolve them, but this can cause delays in sending the message. See our HTML Guide for more information.
If you would like additional tests sent to you, be sure to let us know in your request.
Approving officials should forward all of the above information for each mass mailing request to firstname.lastname@example.org and should note that approval from the office's vice president (or higher) was granted.
Requestors, please follow-up with the approving office you sent your message to if you do not hear from the Mass Mailing team about the distribution of your message.