Graduate School of Education Email Guidelines

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Graduate School of Education
Email Guidelines
The GSE has two options for sending email to large groups of people, Mailman and
Vertical Response. These systems are designed to help when sending an email to
multiple recipients using a tool other than your personal (@pdx.edu) email account.
They do not apply to email sent to internal audience lists you have built and
currently maintain in your personal account (e.g., cohort listserv, department
faculty).
Emails requested to be sent through our mass email tools will most likely meet one
or more of these criteria:
 List size is too large to send through your personal PSU email account
 Has a marketing/recruitment purpose
 Information is intended for a large audience
 List of recipients is complex and must be constructed using multiple
databases and/or files
Use the chart below to decide which tool best suits your needs and then follow the
corresponding instructions to complete your request.
Features/Pros and Cons
Tracking/Reporting
Photos/Graphics
Attachments
Ability to export response data
Send the emails yourself
Request through marketing office
Capacity to send to more than 2,000
recipients
Tracking undeliverable addresses
Assistance with crafting and editing
the message
Mailman
No
No
Yes
No
Yes
Yes (initially)
No
Vertical
Response
Yes
Yes
No
Yes
No
Yes
Yes
Yes
No
Yes
Yes
Process
1. Mailman
a. Submit request for listserv creation to Jeremy McPherson at
[email protected] or ED412 with:
i. Proposed listserv name
ii. Administrator(s) name and email
iii. List of members in excel format
iv. Decide whether email will be “announce only” or “open
communication” format
b. WebTeam will register/request a new mailing list from OIT
Updated February, 2014
i. Verify listserv settings
ii. Subscribe members
iii. Send you a confirmation email when the list is complete
c. Listserv requestor (you) sends own email
d. Subsequent names can either be sent to [email protected] to be
added to the listserv or they can added directly by the designated list
administrator(s)
2. Vertical Response
a. Submit emailing request form and email text with mailing dates to
Jeremy McPherson at [email protected] or ED412
b. WebTeam will coordinate the building of the email list and verify that
the recipients have not been mailed to recently
c. WebTeam will create the HTML email and work with requestor on
proofs/revisions
d. WebTeam will coordinate campaign launch once list has been
uploaded and content approved
Timeline
1. Mailman*
a. Please allow 3-4 days for list to be created by WebTeam and approved
through OIT. Make sure you schedule additional time for writing the
content of the email message.
2. Vertical Response*
a. Please allow at least one week for emails requested through Vertical
Response. During the week, you will need to be available to approve
drafts and verify any questions concerning the list.
* Please allow 2 weeks if requested list contains data obtained from outside
organizations or foundations
Updated February, 2014
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