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Mass Email Lists

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External Lists

External email lists are those that target recipients who are not employees or students at the University. External email lists may include @umn.edu email addresses as long as the recipients are no longer active U of M staff, faculty, or students.

Process and Approvals

External mass email lists are constructed in a number of different ways and each method has its own requirements.

Alumni and Donors—Units that would like to send messages to University donors and alumni must work with the University of Minnesota Foundation to request a list. See their policies and request access to their system or request a list.

Unit's Own List—Units that have created lists to external (non-umn.edu) email addresses, or a combination of external and internal email addresses, should establish a process for the use of each list and must comply with the guidelines and restrictions in the Mass Email Requirements section.

Purchased Lists—According to the University's agreement with Salesforce Marketing Cloud, units or campuses may not use purchased or rented lists, or email append methodology, if the business unit does not have a "good faith basis to believe that such lists are reputable, reliable, and of the sort used by institutions of higher education." The decision as to whether or not certain lists will meet these criteria will be left up to the business units. The University recommends that emails sent to purchased lists be sent for you by an outside vendor.

Read Salesforce Marketing Cloud's anti-spam policy.

Internal Lists

Internal email lists are constructed entirely of active student, staff, and/or faculty email addresses.

Internal ALL List Process and Approvals

ALL Lists

ALL lists are composed of large campus-wide or system-wide groups.

Examples of these lists include, but are not limited to:

  • Systemwide faculty, staff, and students
  • Systemwide faculty, staff
  • Systemwide faculty
  • Systemwide staff
  • Systemwide students
  • Systemwide undergraduate students
  • Systemwide graduate/professional students
  • Twin Cities faculty, staff, and students
  • Twin Cities faculty, staff
  • Twin Cities faculty
  • Twin Cities staff
  • Twin Cities students
  • Twin Cities undergraduate students
  • Twin Cities graduate/professional students

Use of the University's mass internal email system to send messages to ALL lists is governed by the following principles:

  • The email must pertain to a majority of the desired recipients.
  • The message must assist in or support the recipients' ability to conduct their business or education or at the University.
  • The information should be deemed critical enough to distribute to the entire audience.

ALL List Process and Approvals

To manage the number of messages sent to ALL lists, and to ensure the messages that are sent are appropriate, a core group of Twin Cities central administrative units have permission to access and send to these lists using Marketing Cloud.

The information below outlines the ALL list access for the Twin Cities campus: the central units that are able to send messages, the audiences they have the ability to send to, and the Key Contact person for mass email for the unit.

Central Twin Cities Administrative Units
Audience: Students, Faculty, Staff (Systemwide and Twin Cities Campus Only)

Office of the President, Office of Equity and Diversity
Key Contact: Karen Rudeen

Office of the Executive Vice President and Provost, Office of Public Engagement
Key Contacts: Marlo Welshons, Kate Tyler

Office of the Vice President for Research
Key Contact: Erin Dennis

Office of Human Resources
Key Contact: Tim O’Regan

Office of Information Technology
Key Contacts: Kellie Greaves

University Relations, University Services, University Police
Key Contact: Kathy Jensen, Ben Peck

Audience: Students, Faculty (Systemwide and Twin Cities Campus Only)

Academic Support Resources
Key Contact: Stacey Tidball

Libraries
Key Contact: Mark Engebretson

Audience: Students (Systemwide and Twin Cities Campus Only)

Office for Student Affairs
Key Contact: Steve Henneberry

Any unit on the Twin Cities campus that is not listed above and that would like to send a mass email to an ALL list must contact the mass email Key Contact person in their parent unit to make a request. Messages that are approved for any ALL list must be sent by a unit with list access.

Duluth

Distribution of mass email to students on the Duluth campus is governed by the UMD Policy and Criteria for Mass Email to UMD Students.

The information below outlines the ALL list access for the Duluth campus: the central units that are able to send messages, the audiences they have the ability to send to, and the Key Contact person for mass email for the unit. Complete process and approval information for all internal mass email ALL lists is being developed.

Audience: Faculty, Staff

Office of Academic Affairs
Key Contact: Vickery French

ALL Listservs

The Crookston, Morris, and Rochester campuses use listserv lists for ALL audiences. See the tables below for the audiences, the list email addresses, who may send to the list, and the Key Contact for each list.

Crookston
Audience: Faculty, Staff

UMC-FACSTAFF@lists.umn.edu; any UMC faculty or staff may send to this list. No opt out.
Key Contact: Amber Bailey

Audience: Students, Faculty, Staff

UMCOFFICIAL@lists.umn.edu; for official use only. No opt out.
Key Contact: Amber Bailey

UMCUNOFFICIAL@lists.umn.edu; any UMC faculty or staff may send to this list. Opt out is available.
Key Contact: Amber Bailey

Morris
Audience: Faculty, Staff, Retirees

UMM-ALL-EMPLOYEES@lists.umn.edu; any faculty or staff may send to this list. No opt out.
Key Contact: Mark Van Overbeke

Audience: Students

UMMOFFICIAL@lists.umn.edu; moderated list.
Key Contact: Mark Van Overbeke

Rochester
Audience: Faculty, Staff

UMRSTAFF@lists.umn.edu; any faculty or staff member.
Key Contact: Madison McKone

Administrative Email List (AEL)

The Administrative Email List (AEL) is built using job codes to communicate with University administrators, deans, directors, and department heads on the Twin Cities campus or systemwide. See the complete list of job codes. The AEL is updated daily.

Messages sent to the AEL must be approved and sent by the president's or provost's office. Requests must be made at least 5 working days before you'd like the message to be sent.

Use the mass email request form to request an AEL message sent by:

  • Office of the President
  • Office of Equity and Diversity

Contact Marlo Welshons or Kate Tyler to request an AEL message sent by:

  • Office of the Executive Vice President and Provost
  • Office of Public Engagement

If you have questions about the AEL, contact urweb@umn.edu.

Branding

AEL messages should use the approved University mass email header and footer.

Building an Internal Mass Email List

Units may, through electronic communications other than mass email, offer students, faculty, and staff a way to sign up to receive marketing messages from their unit. For example, a unit may include information about a program or an event in Brief or MyU coupled with a link to subscribe to email related to future programs or events. Units must adhere to federal CAN-SPAM law for any messages sent to an opt-in email list.

Using UM Reports through MyU, units can customize a mailing list to best suit the individual needs of each mailing; e.g., active appointments only, specific colleges, full/part time, employee group, appointment term exclusions, etc. If you have questions or need to email a large audience, see “Internal ALL list process and approvals" or contact urweb@umn.edu.

Publication Lists

Use Publication Lists with commercial emails, except when using a DMS sourced list. DMS sourced emails use the DMS Subscription Opt-Out process.

If you provide an unsubscribe link in an email without using a Publication List, anyone who unsubscribes will no longer receive messages from your entire Business Unit. Gmail will also allow people to unsubscribe even if you don't provide an unsubscribe link. When people use the Gmail unsubscribe function, it unsubscribes them from your entire Business Unit.

Publication Lists are used to track people who unsubscribe from your messages and filter out those people when the same Publication List is used again. You can only use one Publication List when sending a message.

Alumni and Donor Lists

Messages sent to audiences defined using the University of Minnesota Foundation (UMF) Donor Management System (DMS) data must:

  • be sent with Salesforce Marketing Cloud, using data extensions
  • use a data extension not older than 10 business days
  • use UMF's opt-out URL format found in the DMS Footer in Shared Contents > UREL > Footers > DMS Footer.

Fundraising

Any and all fundraising campaigns for the University conducted using mass email must work with the UMF and follow the requirements set forth in the Transitioning DMS Users to Salesforce Marketing Cloud documentation.

Surveys

Mass email surveys may be sent to alumni or donor audiences using email addresses from the DMS only with the foundation's prior approval.

Guidelines

Templates

Tools

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