Massmail Policy Procedures and Responsibilities

The following outlines the responsibilities of the various individuals and parties in relation to the MassMail system. 

Mail Sender

1. Read and understand the requirements and process of this policy.
2. Develop the content of the message.
3. Develop a desired audience description and estimated size. Use the guidelines to determine if e-mail is the best choice for sending your message.
4. Submit the massmail request in the ITS Mass Mail system at least 5 business days before the Earliest Send Date in order for the request to be approved. (Note: For complex population requests, please allow for additional preparation and processing time).
5. Obtain the approval of one or more of the following based on the intended audience and type of message:

Vice President for Student Life

All mass mailings to students

Mailings to selected students about activities or student organizations

Associate Provost for Undergraduate Education and/or Associate Provost for Graduate Education

Mailings to selected students about academic matters, financial aid matters, or university admission

Executive Vice President and Provost

Mailings to faculty

Office of the Senior Vice President for Finance and Operations

Mailings to staff, affiliates, and retiree

Institutional Review Board

Research study recruitment messages do not require other administrative approvals

Mailings to selected faculty, staff, and/or students

Mailings directed at more than one audience must be approved by each responsible V.P., with the exception of IRB Approved recruitment messages.

ITS Mass Mail Service Provider

1. Receive the "Request for Mass Electronic Mail."
2. Begin workflow for approval process.
3. Obtain University IDs of target population from requestor for staff and faculty, and from Office of the Registrar for students. (Note: For complex population requests, please allow for additional preparation and processing time)
4. Submit test message for requestor approval.
5. Queue approved message for delivery once receive approval from requestor.

Mail Recipient- Faculty, Staff

1. Setup rules on your desktop mail app if desired.
2. Set e-mail preferences in HR Self Service.
3. Review mail and respond to sender, if desired. If there appears to be any exception to this policy, send an e-mail note to its-email@uiowa.edu.

Mail Recipient - Student

1. Setup rules on your desktop mail app if desired.
2. Set e-mail preferences using the links in MyUI.
3. Review mail and respond to sender, if desired. If there appears to be any exception to this policy, send an e-mail note to its-email@uiowa.edu.

Read Massmail Policy information