I want to send a mass e-mail to alumni, parents, and friends

The president, provost, and vice presidents may send mass e-mails to the external Loyola community. College deans may send out messages to alumni, parents, and friends affiliated with their college or academic departments.

Messages should be drafted, edited, and distributed by their individual offices or colleges. Persons or departments may request a mass e-mail be sent from their respective dean, vice president or provost on their behalf.

This process may require up to a two week lead time for all steps to be completed.

For Alumni and Friends:

1. The provost, vice presidents, and the president are able to send mass e-mails, on letterhead, to their respective alumni and friends.* Persons or departments may request a mass e-mail be sent from their respective vice president or provost on their behalf. In this case, the provost or vice president must first be contacted to agree to send the message.
2. The subject line, the specific audience, the send date, the body of the e-mail, and any other special requests must be compiled by the sender (President, Provost, or Vice President).
3. Sender must contact Monique Gardner, Director of Alumni Relations, mgardner@loyno.edu, (504) 861-5752, and request permission to email alumni and friends. The university is trying to better coordinate external messaging to alumni and friends, so Monique will sign off on all contacts to them.
4. Once Monique approves the message, the sender would contact Martha Bodker, bodker@loyno.edu, (504) 861-5860, to obtain the latest alumni contact list in excel.
5. Take the Excel list provided in Step 4 and contact Mike Klein, klein@loyno.edu, (504)865-3470, to create a listserv for Excel spreadsheet.
6. Once the listserv is created, it should be added to the President's/Vice Presidents'/Provost's E-mailer system under "Email Addresses and Listservs" by their respective HTML E-mailer administrator.
7. Message should be reviewed and approved by Marketing Communications. To do so, send a test e-mail to webteam@loyno.edu through the HTML E-mailer system.
8. Wait for approval from Marketing Communications. Allow at least two business days for this step.
9. HTML E-mailer system administrator distributes message.

*For the President, the Vice Presidents, and the Provost, all alumni and friends may be included in their audience. For College Deans, only alumni and friends affiliated with their college or academic departments may be included.

For Parents:

1. The provost, vice presidents, and the president are able to send mass e-mails, on letterhead, to parents.* Persons or departments may request a mass e-mail be sent from their respective vice president or provost on their behalf. In this case, the provost or vice president must first be contacted to agree to send the message.
2. The subject line, the specific audience, the send date, the body of the e-mail, and any other special requests must be compiled by the sender (President, Provost, or Vice President).
3. Sender must contact Monique Gardner, Director of Alumni Relations, mgardner@loyno.edu, (504) 861-5752, and request permission to email parents. The university is trying to better coordinate external messaging to parents, so Monique will sign off on all contacts to them.
4. Once Monique approves the message, the sender would contact Kathy Gros, kgros@loyno.edu, (504) 865-3552, to obtain the latest parent contact list in excel.
5. Take the Excel list provided in Step 4 and contact Mike Klein, klein@loyno.edu, (504)865-3470, to create a listserv for Excel spreadsheet.
6. Once the listserv is created, it should be added to the President's/Vice Presidents'/Provost's E-mailer system under "Email Addresses and Listservs" by their respective HTML E-mailer administrator.
7. Message should be reviewed and approved by Marketing Communications. To do so, send a test e-mail to webteam@loyno.edu through the HTML E-mailer system.
8. Wait for approval from Marketing Communications. Allow at least two business days for this step.
9. HTML E-mailer system administrator distributes message.

*For the President, the Vice Presidents, and the Provost, all parents may be included in their audience. For College Deans, only parents affiliated with their college or academic departments may be included.

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