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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 explicit 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. However, mailings can often be sent more quickly, and emergency or time-sensitive mailings are handled as appropriate.

Guidelines

  • 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. IRT will only make exceptions for very small
    attachments going to very small lists.
  • Plan ahead. IRT recommends announcing events at least three
    days in advance.
  • 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.
  • Typos in messages sent to IRT for distribution (and subsequently distributed) are NOT grounds for resending the message except
    under special circumstances. The accuracy of content is the
    responsibility of the person/entity requesting the mass email.

Procedure for Broadcast Email Requests

All requests sent to the appropriate office for approval should
include the following information:
  1. The name of a contact person, along with a telephone
    number
    and email address, in case questions about the
    mailing request arise.

  2. The email address (otherwise known as the "reply-to") to
    which replies to the message will be sent to.

  3. The audience to be targeted (by status and location). Please
    refer to Choosing Your Target Audience for more
    information. If you don't see the combination you need, IRT
    might be able to help. Email mailreq@drexel.edu for more
    information.

  4. 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.

  5. (Optional) You can include a subject heading for your
    email message. Otherwise, IRT will choose one for you.

  6. The text of the message to be sent. Optionally, this can be a
    Word document with basic formatting (underlining, italics,
    bold, etc.).

Approving officials should forward all of the above information for each mass mailing request to mailreq@drexel.edu 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.