Procedures for Submitting Items
For Mass Email Distribution by IRT
When submitting at item for mass email distribution, please specify the target audience desired (i.e., by status and location). The approving vice president and/or IRT staff will determine the type.
All mass emailings through IRT-managed lists to any major segment
of the university community require the explicit approval
of a university official with the title of vice president or higher.
The official authorizing the message will send the email directly
to mailreq@drexel.edu and
state that the request has been approved.
Incomplete submissions may delay the sending of a mass email, so
please make sure to include all necessary information.
To reduce inbox clutter, announcements of upcoming events directed
to the entire University are consolidated by the Office of University
Relations into the Drexel Daily Digest, a daily newsletter
sent via email to subscribers and archived on Drexel's Web site.
The submission form for the Digest can be found at www.drexel.edu/news/digest/submit.aspx.
To Submit an item for Mass Email Distribution
(not as part of the Drexel Daily Digest)
The request that is sent to the vice president for approval must include the following:
- 1. The name of a contact person in the originating group,
with a telephone number and email address.
- 2. The email address to which replies to the mass email
should be directed. Thus, the Reply-to email address, rather than
the list owner (IRT), will receive replies to the message.
- 3. The audience to be targeted (by status
and location).
- 4. The date when you would like the email to be sent.
5. Be sure to include the time, date and place, as well as the
what and who and how. Include sponsorship and where to go for
more information where relevant. The accuracy of content is
the responsibility of the person/entity requesting the mass email.
Requestor's errors are not grounds for re-sending a message.
Technical Guidelines for Submission
- The message must be in ASCII (text) format. That is, it cannot
contain formatting, normally associated with a word-processing
document or an HTML file, such as fonts, boldface, italic, underscore,
or variable type sizes.
- Neither regular mass email nor the Drexel Daily Digest
allows attached files to be sent out via mass email.
- References to web pages are encouraged; the URLs should be written
out in the text, not treated as live links. (Not all mail clients
handle live links.) This is an efficient way of making additional
information readily available.
- Messages to IRT-managed lists are received by IRT during normal
business hours (Monday-Friday, 8 a.m.–5 p.m.). Messages
received by noon will be transmitted for delivery the same day
after 5 p.m.; messages received after noon will be transmitted
for delivery the next business day after 5 p.m.
- Most messages are sent during off-peak hours to avoid over-burdening
the computer servers and networks. Emergency or other highly urgent
messages may be sent during peak hours (6 a.m. to 5 p.m. Monday
through Friday) at the discretion of the approving
vice president and the university postmaster.
For additional information about the policies for submitting
items for distribution via centrally-managed mass email at Drexel
University, see http://www.drexel.edu/IRT/policies/preconfiglist.html.
Last updated June 20, 2008, by Charlotte Lenox and Beth Davis Hazany,
IRT |
