Mass Email Requests

Any one-time message addressed to multiple recipients that needs to be sent from a "special" address rather than a user’spersonal address is considered a mass email. Mass emails sent to all faculty, staff and students are reserved for special circumstances and require special permissions based upon organizational hierarchy. Ultimately, these requests will require approval from UAB Internal Communications. To initiate the process, please complete the AskIT Mass Email Request form. Once all approvals are granted, Central IT will construct the list and send the email. Allow seven (7) business days for completion of the request.

General criteria for campuswide emails

UAB recognizes faculty, staff and students have an interest in keeping their accounts free of emails that are unsolicited and, perhaps, irrelevant to them. To reinforce best practices, these guidelines address instances in which campuswide mass email requests will be considered and approved:

  • The message should relate to changes in programs, policies or procedures that may require action — or limit it.
  • The message should be relevant to most members of the UAB community in the context of their role within the university.
  • The message should be time-sensitive.

Requests that do not meet these criteria may not be approved, and requestors will be directed to Best Practices for Internal Electronic Communications to learn more about other ways to reach intended audiences.

Checklist for submitting and fulfilling requests

  1. 1. Obtain needed approvals first:
    • Emails to large numbers must be approved based upon the organizational hierarchy. If the message is addressed to all faculty, staff and students, approval is required from UAB University Relations. Deans can approve a targeted distribution within their school, and a vice president can send to all members of their division, etc.
      Sending to recipient addresses that are not in the UAB Directory is problematic and may cause complaints and/or outside mail services to block email from UAB. If this is required, special approval will be needed.
  2. 2. Provide all required content elements:
    • A Date and time to send the message (off hours if possible), at least seven days before the mailing is to be sent.
    • A valid From: address must be provided (usually a Resources or other non-personal departmental account); if none is provided, the requestor’s address will be used.
    • A Subject: line for the message.
    • The full body of text as it is to appear in the email distribution. Note: if the message has clickable links embedded in it, the visible URL must match the real URL, or the message will most likely be flagged as a phishing attempt and rejected by some mail systems.
    Links: If the message has clickable links embedded in it, the visible URL must match the "real" URL, or the message will most likely be flagged as a phishing attempt and rejected by some mail systems.
Last modified on October 24, 2017