Policy: Mass E-mails and E-newsletters
« back to Mass E-mail and E-Newsletter policies
External Mass E-mails
For the purposes of this policy, the definition of an External Mass E-mail is an individual e-mail sent to Loyola University alumni, parents, friends, donors, purchased or audience-specific lists, and the news media.
The Office of Institutional Advancement is responsible for approving all messaging directed to external audiences relating to Loyola University New Orleans or its events. External e-mail content must be submitted to webteam@loyno.edu 48 working hours prior to estimated date of distribution.
This section describes the following types of external e-mails:
The Office of Marketing and Communications is only responsible for designing or distributing mass graphic HTML e-mails for the Office of the President, Admissions (including Recruiting), and Institutional Advancement (including Alumni and Annual Fund).
External messages to alumni
Mass e-mail to Loyola alumni should be coordinated through Alumni Relations or Marketing and Communications. Marketing and Communications is responsible for proofing final copy. To request an alumni mass e-mail, contact Monique Gardner, Director of Alumni Relations, at mgardner@loyno.edu or 861-5752. E-mails initiated by Loyola departments other than Institutional Advancement are responsible for drafting the initial copy for the e-mail.
External messages to prospective students
The Office of Admissions is the sole entity with expressed permission to send mass e-mail to prospective students. All mass e-mails to prospective students must be coordinated and approved by the Office of Admissions .
External messages to the media
Messages or press releases regarding Loyola University directed to the news media must be distributed through the Office of Public Affairs. Public Affairs is responsible for drafting, proofing and distributing all official university messages to the news media. If you have news or information regarding Loyola University that you would like to publicize to the media, contact Meredith Hartley at mhartley@loyno.edu or 861-5883, or fill out a Publicity Request Form.
External mass e-mails that are college-related
Messages sent to external targeted audiences from a college or related unit may be sent at the dean’s discretion, but must be drafted, edited, and distributed by their college. External listservs will be created by Information Technolog y upon request by contacting Mike Klein, at klein@loyno.edu or 865-3470. The address information in the list will be maintained by the college or unit. Marketing and Communications is responsible for proofing all messaging directed to external audiences relating to Loyola University New Orleans or its events.
External mass e-mails from the provost and/or vice presidents
Messages from the provost or vice presidents to the Loyola community to external audiences will be drafted, edited, and distributed by their individual offices. External listservs will be created by Information Technology upon request by contacting Mike Klein, at klein@loyno.edu or 865-3470. The address information in the list will be maintained by the individual office. Marketing and Communications is responsible for proofing all messaging directed to external audiences relating to Loyola University New Orleans or its events.
« back to Policies, Procedures + Standards home
