Guide to Mass Emails to Campus Groups

April 29, 2013

[Updated October 2, 2017] Mass emails to the campus are carefully moderated to protect the community from an overabundance of communications as well as protect our information technology systems. Some of the guiding concepts behind mass email usage are provided below. This service is separate from the bulk email batching service IT provides to those who work with large email groups, particularly those who email external audiences.

Mass Email Qualifications

The information in the email should be new to the reader. The message should not be redundant. Reminder emails, replies and follow-up discussions are heavily discouraged. The message size should be as small as possible. Attachments are heavily discouraged. If necessary, attachments may be included, but they cannot exceed 2 MB. Messages that are approved for mass email must also meet at least some of the characteristics below:

  • The message is related to official university business. Personal messages should not be sent through the mass email system.
  • The message is related to campus safety
    • Ex. Safety Alert System messages
  • The message supports university goals and priorities (ex. strategic plan)
    • Ex. Stories of Success Learning is an event focused on building a learning organization
  • The message involves an issue that the president has designated a campus priority
    • Ex. Graduation rates
  • The information is timely and cannot reach others through usual communication vehicles, such as PolyUpdates, BroncoBytes and PolyCentric
    • Ex. Kellogg Drive road closure due to traffic collisions
  • The message involves an issue that affects all or a majority of the audience segment to whom it is addressed
    • Ex. Registration deadlines to all students
    • Ex. Academic Senate emails to all faculty
  • The message is accessible (Learn more in this post about accessible emails)

Tips for Effective Email Content

If you want to make sure people READ the email you have worked so hard to send, make sure the content is as strong and concise as possible. It should…

  • Appeal to the target audience. Make it clear for the audience why this matters to them.
  • Be accurate. Double check facts, including dates, times and phone numbers.
  • Be concise. Place key points at the top and remove unnecessary words and thoughts.
  • Have a call to action. Include a well-defined call to action you hope the reader will take after reading the message.

Steps to Mass Email

Individuals should contact the mass email moderator in their division to have messages approved. (Moderators are listed below.) Public Affairs and IT also have the ability to approve messages outside their divisions. Here is a general guide on how to get mass emails approved.

  1. Get email message approval from department head or follow your division protocol.
  2. Get email message approval from the division moderator.
  3. Write a message from the appropriate email address (people will reply to that address). In many cases, this is a group address rather than an individual address.
  4. Send the email to the appropriate email group (A lists of groups is provided below).
  5. BCC (blind carbon copy) the person or people who are approving the message on your behalf so they receive a clean copy of your email.

Mass Email Groups

Email senders should receive approval from their department heads before attempting to send the message. They should also coordinate with an email moderator (contacts listed below) to ensure their messages are delivered in a timely manner once it is submitted. They can then send the email to the following groups. The email group addresses below are established to allow messages to be addressed to specific campus audiences. Group names are followed by “@cpp.edu”.

GROUP DESCRIPTION
students This group includes all active students.
staff This group includes staff, managers and deans.
auxiliary_staff This group includes ASI, Foundation, and CPFCU employees.
probation_faculty * This group includes tenure_track_faculty who have not yet attained tenure.
emeritus This group includes retired faculty and staff.
faculty *
This group includes all current faculty and lecturers.
ferp_faculty *
This group includes all faculty enrolled in the FERP program, both currently teaching and not currently teaching, but eligible to do so.
tenure_track_faculty * This group includes all currently tenured and probation faculty.
tenured_faculty *
This group includes all currently tenured faculty.
lecture_faculty *
This group includes all lecturers.
coach_faculty This group includes all Unit 3 faculty who are coaches.
librarian_faculty This group includes all Unit 3 faculty who are tenured and tenure-track librarians.
instructors This group includes all instructors for that quarter, including full-time faculty, lecturers, teaching associates and graduate assistants.
pending_faculty This group includes incoming lecturers and adjuncts as well as new full-time faculty.
deans This group includes deans of academic colleges.
associate_deans This group includes all associate deans in the academic colleges.
chairs This group includes all department chairs in the academic colleges.
management This group includes managers, MPPs and deans.

 

* Subsets of these groups exist for academic departments. Contact the IT Service Desk at 909-869-6776 for more information.

 

Contacts

Representatives who can approve messages to specific groups are from the following departments.

GROUP DIVISION/DEPARTMENT CONTACT (Bronco 411 Directory)
Students

Academic Affairs
Student Affairs
Strategic Communications
Foundation
IT Technical Support

Terri Gomez, Cecilia Santiago-Gonzalez
Lea Jarnagin, Megan Stang
Esther Chou Tanaka, Michelle Magcalas
Edwin Santiago
Carol Heins Gonzales, Marcy Gates
Staff Administrative Affairs/HR
Academic Affairs
Strategic Communications
Foundation
IT Technical Support
Sharon Reiter
Terri Gomez
Esther Chou Tanaka, Michelle Magcalas
Edwin Santiago
Carol Heins Gonzales, Marcy Gates
Auxiliary_Staff Strategic Communications
Foundation
IT Technical Support
Esther Chou Tanaka, Michelle Magcalas
Edwin Santiago
Carol Heins Gonzales, Marcy Gates
Probation_Faculty Academic Affairs
Academic Senate
Administrative Affairs/HR
Strategic Communications
Foundation
IT Technical Support
Terri Gomez, Sep Eskandari, Martin Sancho-Madriz
Julie Shen
Sharon Reiter
Esther Chou Tanaka, Michelle Magcalas
Edwin Santiago
Carol Heins Gonzales, Marcy Gates
Emeritus Strategic Communications
IT Technical Support
Esther Chou Tanaka, Michelle Magcalas
Carol Heins Gonzales, Marcy Gates
Faculty Academic Affairs
Academic Senate
Administrative Affairs/HR
Strategic Communications
Foundation
IT Technical Support
Terri Gomez, Sep Eskandari, Martin Sancho-Madriz
Julie Shen
Sharon Reiter
Esther Chou Tanaka, Michelle Magcalas
Edwin Santiago
Carol Heins Gonzales, Marcy Gates
FERP_faculty Academic Affairs
Academic Senate
Administrative Affairs/HR
Strategic Communications
Foundation
IT Technical Support
Terri Gomez, Sep Eskandari, Martin Sancho-Madriz
Julie Shen
Sharon Reiter
Esther Chou Tanaka, Michelle Magcalas
Edwin Santiago
Carol Heins Gonzales, Marcy Gates
Tenure_Track_Faculty Academic Affairs
Academic Senate
Administrative Affairs/HR
Strategic Communications
Foundation
IT Technical Support
Terri Gomez, Sep Eskandari, Martin Sancho-Madriz
Julie Shen
Sharon Reiter
Esther Chou Tanaka, Michelle Magcalas
Edwin Santiago
Carol Heins Gonzales, Marcy Gates
Tenured_Faculty Academic Affairs
Academic Senate
Administrative Affairs/HR
Strategic Communications
Foundation
IT Technical Support
Terri Gomez, Sep Eskandari, Martin Sancho-Madriz
Julie Shen
Sharon Reiter
Esther Chou Tanaka, Michelle Magcalas
Edwin Santiago
Carol Heins Gonzales, Marcy Gates
Lecture_Faculty Academic Affairs
Academic Senate
Administrative Affairs/HR
Strategic Communications
IT Technical Support
Terri Gomez, Sep Eskandari, Martin Sancho-Madriz
Julie Shen
Sharon Reiter
Esther Chou Tanaka, Michelle Magcalas
Edwin Santiago
Carol Heins Gonzales, Marcy Gates
Coach_Faculty Academic Affairs
Academic Senate
Administrative Affairs/HR
Strategic Communications
Foundation
IT Technical Support
Sepehr Eskandari, Terri Gomez, Martin Sancho-Madriz
Julie Shen
Sharon Reiter
Esther Chou Tanaka, Michelle Magcalas
Edwin Santiago
Carol Heins Gonzales, Marcy Gates
Librarian_Faculty Academic Affairs
Academic Senate
Administrative Affairs/HR
Strategic Communications
Foundation
IT Technical Support
Terri Gomez, Sep Eskandari, Martin Sancho-Madriz
Julie Shen
Sharon Reiter
Esther Chou Tanaka, Michelle Magcalas
Edwin Santiago
Carol Heins Gonzales, Marcy Gates
Pending_Faculty Academic Affairs
Academic Senate
Administrative Affairs/HR
Strategic Communications
Foundation
IT Technical Support

Terri Gomez, Sep Eskandari, Martin Sancho-Madriz
Julie Shen
Sharon Reiter
Esther Chou Tanaka, Michelle Magcalas
Edwin Santiago
Carol Heins Gonzales, Marcy Gates

Instructors Academic Affairs
Academic Senate
Administrative Affairs/HR
Strategic Communications
Foundation
IT Technical Support
Terri Gomez, Sep Eskandari, Martin Sancho-Madriz
Julie Shen
Sharon Reiter
Esther Chou Tanaka, Michelle Magcalas
Edwin Santiago
Carol Heins Gonzales, Marcy Gates
Deans

Academic Affairs
Strategic Communications

Sepehr Eskandari, Marissa Martinez, Lisa Rotunni, Terri Gomez
Esther Chou Tanaka, Michelle Magcalas

Associate_Deans

Academic Affairs
Strategic Communications

Sepehr Eskandari, Marissa Martinez, Lisa Rotunni, Terri Gomez
Esther Chou Tanaka, Michelle Magcalas

Chairs Academic Affairs
Strategic Communications
Sepehr Eskandari, Lisa Rotunni, Terri Gomez, Larissa Preiser-Houy
Esther Chou Tanaka, Michelle Magcalas
Management Academic Affairs
Administrative Affairs
Strategic Communications
IT Technical Support
Lisa Rotunni
Sharon Reiter
Esther Chou Tanaka, Michelle Magcalas
Carol Heins Gonzales, Marcy Gates