Policy: Mass E-mails and E-newsletters
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E-newsletters
E-newsletter templates may be created by the Office of Web Communications for colleges, non-academic centers/institutes, and divisions only; existing e-newsletters have been grandfathered into this policy. Departments and units within colleges and divisions should contact their college or division heads to include information in their respective e-newsletters.
Composition and distribution of e-newsletters is the responsibility of each department and not the Office of Marketing and Communications, which is only responsible for proofing copy for external distribution.
What is an E-newsletter?
E-newsletters are differentiated from individual mass e-mails by the following characteristics:
- E-newsletters are sent frequently, according to a set schedule
- Content centers around a central topic or theme (i.e., study abroad or commuter topics)
- Audience has connection to topic or theme
- E-newsletters are always sent to same audience or subset of that audience
Examples of existing e-newsletters:
- Office of Mission and Ministry: Magis Moments
- Student Affairs: On the Go
- School of Mass Communication
- College of Music and Fine Arts: Montage
- Office of Institutional Advancement: Alumni Pack Press
Use of a third-party vendor
All e-newsletters are sent using a third-party vendor, which has been approved by the Office of Web Communications. This vendor ensures that Loyola e-newsletters are sent properly, allow tracking capabilities, and maintains a white-listed, non-spammer status so our messages have the best chance of being recieved by our constituents. All e-newsletters incur fees associated with template setup and sending costs, and are billed to each e-newsletters office or department.
Requirements
Before a proposed e-newsletter can be created it must meet the following criteria:
- Must be a college, center, or non-academic unit. Academic departments should include their information in their respective college e-newsletters
- Must be able to send at least once a semester, according to a set schedule
- Content centers around a central topic or theme (i.e., study abroad or commuter topics); content must be relevant and timely
- Must be able to provide a minimum of three (3) stories per e-newsletter
- Audience must have connection to topic or theme
- E-newsletters must always be sent to same audience or subset of that audience
- There must be one person designated as the administrator of the e-newsletter
- Must have funds to send e-newsletter
Failure to meet the above requirements is grounds to relinquish e-newsletter capabilities.
Related Procedures
Requests for e-newsletter templates are coordinated by the Office of Web Communications through the Web Request Form. Please see the procedures for Mass E-mail and E-newsletters for more information.
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