Guide to Mass Emails to Campus Groups

Mass emails to the campus are carefully moderated to protect the community from an overabundance of communications as well as protect our information technology systems. Some of the guiding concepts behind mass email usage are provided below. This service is separate from the bulk email batching service I&IT provides to those who work with large email groups, particularly those who email external audiences.

MASS EMAIL QUALIFICATIONS

The information in the email should be new to the reader. The message should not be redundant. Reminder emails are heavily discouraged. The message size should be as small as possible. Attachments are heavily discouraged. If necessary, attachments may be included, but they cannot exceed 2 MB. Messages that are approved for mass email must also meet at least some of the characteristics below:

  • The message is related to campus safety
    • Ex. Safety Alert System messages
  • The message supports university goals and priorities (ex. strategic plan)
    • Ex. Stories of Success Learning is an event focused on building a learning organization
  • The message involves  an issue that the president has designated a campus priority
    • Ex. Graduation rates
  • The information is timely and cannot reach others through usual communication vehicles, such as PolyUpdates, BroncoBytes and PolyCentric
    • Ex. Kellogg Drive road closure due to traffic collisions
  • The message involves an issue that affects all or a majority of the audience segment to whom it is addressed
    • Ex. Registration deadlines to all students
    • Ex. Academic Senate emails to all faculty
  • The message is accessible (Learn more in this post about accessible emails)

TIPS FOR EFFECTIVE EMAIL CONTENT

If you want to make sure people READ the email you have worked so hard to send, make sure the content is as strong and concise as possible. It should…

  • Appeal to the target audience. Make it clear for the audience why this matters to them.
  • Be accurate. Double check facts, including dates, times and phone numbers.
  • Be concise. Place key points at the top and remove unnecessary words and thoughts.
  • Have a call to action. Include a well-defined call to action you hope the reader will take after reading the message.

STEPS TO MASS EMAIL

Individuals should contact the mass email moderator in their division to have messages approved. (Moderators are listed below.) Public Affairs and I&IT also have the ability to approve messages outside their divisions. Here is a general guide on how to get mass emails approved.

  • Get email message approval from department head or follow your division protocol.
  • Get email message approval from the division moderator.
  • Write a message from the appropriate email address (people will reply to that address). In many cases, this is a group address rather than an individual address.
  • Send the email to the appropriate email group (A lists of groups is provided below).
  • BCC (blind carbon copy) the person or people who are approving the message on your behalf so they receive a clean copy of your email. This is not required, but recommended so your moderator can read the email with the same formatting readers would see.

MASS EMAIL GROUPS

Email senders should receive approval from their department heads before attempting to send the message. They should also coordinate with an email moderator (contacts listed below) to ensure their messages are delivered in a timely manner once it is submitted. They can then send the email to the following groups. The email group addresses below are established to allow messages to be addressed to specific campus audiences. Group names are followed by “@csupomona.edu”.

GROUP DESCRIPTION
students This group includes all active students.
applicants This group includes all prospective students who have applied.
staff This group includes staff, managers and deans.
auxiliary_staff This group includes ASI and Foundation employees.
faculty This group includes all current faculty and lecturers.
instructors This group includes all instructors for that quarter, including full-time faculty, lecturers, teaching associates and graduate assistants.
pending_faculty This group includes incoming lecturers and adjuncts as well as new full-time faculty.
deans This group includes deans of academic colleges.
management This group includes managers, MPPs and deans.

CONTACTS

Representatives who can approve messages to specific groups are from the following departments.

GROUP DIVISION/DEPARTMENT CONTACT (Bronco 411 Directory)
Students Student Affairs
Public Affairs
I&IT Technical Support
Kathy Street, Rebecca Gutierrez Keeton
Esther Chou Tanaka
Susan Reese, Kevin Morningstar
Applicants Student Affairs
Public Affairs
Kathy Street
Esther Chou Tanaka
Staff Administrative Affairs/HR
Public Affairs
I&IT Technical Support
Sharon Reiter
Esther Chou Tanaka
Susan Reese, Kevin Morningstar
Auxiliary_Staff Public Affairs
I&IT Technical Support
Esther Chou Tanaka
Susan Reese
Faculty Academic Affairs
Academic Senate
Administrative Affairs/HR
Public Affairs
I&IT Technical Support
Shanthi Srinivas, Anita Jessup
David Speak, Peter Kilduff
Sharon Reiter
Esther Chou Tanaka
Susan Reese, Kevin Morningstar
Pending_Faculty Academic Affairs
Public Affairs
I&IT Technical Support
Shanthi Srinivas
Esther Chou Tanaka
Kevin Morningstar
Instructors Academic Affairs
Public Affairs
I&IT Technical Support
Claudia Pinter-Lucke, Anita Jessup
Uyen Mai
Kevin Morningstar
Deans Academic Affairs
Public Affairs
Shanthi Srinivas
Uyen Mai
Management Academic Affairs
Administrative Affairs
Public Affairs
I&IT Technical Support
Lisa Rotunni
Sharon Reiter
Uyen Mai
Kevin Morningstar

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