Student organizations defined by and registered with Leadership and Engagement are eligible to send one mass email each semester. The link can be found here: https://its.uiowa.edu/support/article/3804

Audience and content guidelines: 

  • Student organizations may only send mass mail to registered University of Iowa students.
  • Student organization mass mail content is limited to inviting students to join an organization or to attend a membership recruitment event. Emails promoting recruitment as an add-on to a program or event, such as one featuring a speaker, musical act, entertainment performer, etc. will not be approved. The primary purpose of the advertised event must be membership recruitment.
  • The email should not include links to external web resources except for the organization's Engage page and/or social media platforms.
  • Emails should be 20 lines or less.  

Approval process: 

  • Student organization mass mail is not reviewed, approved, or sent during fall break, winter break, spring break, or the summer academic session.
  • Mass emails are subject to institutional mass mail review processes as outlined by the Office of Strategic Communication, the Division of Student Life, and Information Technology Services.

Exemption

  • Given their shared governance role, USG and GPSG are exempt from this policy. Student governments may send more than one email per semester and may include content outside of recruitment. Message content is subject to approval from the Office of Strategic Communication and the Division of Student Life. USG and GPSG must not send event information on behalf of other organizations. 

Process

The Mass Mail system was upgraded to be fully online. You no longer need to print an approval form and obtain signatures.  Everything will be handled in the Workflow system. 

  1. Open Request for Mass E-mail and login with your HawkID and HawkID password. (NOTE: Do not use Internet Explorer)
  2. Click the +Create New Massmail button.
  3. Fill out the request form and make sure to complete every field.

Mass Email requests must be submitted at least 7 business days before the Earliest Send Date for the request to be approved. The review process for Mass Email requests does not allow for exceptions or expedited approvals. Review the Mass Mail Best Practices and the Mass Mail Policy Information articles. Other articles under How to and Support on the Mass Mail support page may also be useful to you.

NOTE: If you accidentally submit the message with the wrong category, wrong population, wrong date, wrong text, etc., you will need to re-submit the massmail request. Visit this article to get further information.