Description
IT Solutions helps University departments and units send email communications to departmental audiences and larger University or external audiences using approved, secure tools. This service includes email scheduling, delivery, audience support, and reporting.
Requesters prepare the final email content and obtain any required authorization before submitting. IT Solutions reviews the completed request, schedules the email, and records delivery details.
Key Features
- Secure, University-supported tools for sending emails.
- Access to appropriate audience data to reach intended recipients.
- Email scheduling and delivery.
- Reports and analytics on email performance.
Who Can Use It
University faculty and staff sending communications on behalf of a University department or unit.
Cost
There is no charge for this service.
Requests and Support
Select Request an Email Send to provide your final content, intended audience, and requested send date. Submit a separate request for each send, including recurring emails.
While we can typically process a request within one business day, please allow up to four business days for review and scheduling. We’ll do our best to accommodate requests with shorter notice, but we cannot guarantee the requested send date.
Requesters are responsible for creating their email content:
- Designed emails: Build your email in RGE Studio, tell us where to find the design, and upload a PDF or Word copy with working links.
- Text-based emails: Enter the subject line and message directly in the form or upload your final content.
- Recipient lists: If you have your own recipient list, upload it with your request.
Emails are sent through Salesforce.
Authorization Before Submitting
Requesters are responsible for following the University Email Communications Policy, University brand standards, and digital accessibility requirements.
A mass email is a message distributed to a large audience beyond the sender’s regular operational scope, generally for informational, promotional, or institutional purposes. Examples include all-campus announcements, divisional updates sent outside the unit, and outreach to broad groups of students not directly affiliated with the sender’s program or area.
Regular operational communications are not considered mass emails. Examples include course announcements, team or committee updates, automated messages from approved University systems such as D2L Brightspace, Workday, or StarAlert, and approved communications through established tools such as Navigate 360.
IT Solutions handles audience data and sends messages through University-supported tools in accordance with applicable Minnesota State privacy, security, and acceptable-use requirements. Messages must also meet applicable laws, including FERPA, the Minnesota Government Data Practices Act, and CAN-SPAM when relevant.
Fulfillment Details
IT Solutions reviews the request and resolves any missing information or authorization concerns before sending. Requested send dates are subject to scheduling availability. Submitting a request does not guarantee that date.
Policies and Compliance
Requesters must ensure their content follows the University Email Policy and Procedures, including requirements for authorization, branding, and digital accessibility. The request form documents these checks and routes approval when needed.
IT Solutions handles audience data and sends messages through University-supported tools in accordance with applicable Minnesota State privacy, security, and acceptable-use requirements. Messages must also meet applicable laws, including FERPA, the Minnesota Government Data Practices Act, and CAN-SPAM when relevant.
Sending Restrictions
- Emails cannot be sent to purchased recipient lists.
- Repeat or reminder emails cannot be sent as an attempt to increase engagement.
- For recipients outside the University, communications may be sent only when recipients have voluntarily subscribed, opted in, provided consent, or established a relationship that permits the communication.