Mass Email to External Constituents

The Office of Communications is responsible for designing and distributing external messaging to college constituents. Below are the requirements and guidelines for requesting an email blast—please read them carefully.

Questions pertaining to the emailing guidelines should be sent to Jennifer Behrens at jen.behrens(at)sjc.edu.

Lead-time Requirements

Communications and Advancement Services require at least two weeks to prepare the list and design the email. Any changes to the scope, audience, artwork, or content of an email message after submitting the request may cause delays to the original deployment date due to additional work required to complete the request. Your requested send date is contingent on already scheduled emails and availability on the calendar.

Request Process

  1. Requesters must use the mass mailing request form below to submit their information and related materials.
  2. Each request must have the following:
    • Name of requester
    • Desired deployment date
    • Required audiences
    • Office/department the message is coming from
    • Email from/reply-to address
    • Person responsible for content and approval
    • Distribution list criteria for Advancement Services
    • Content and photos, videos, URLs, and other graphical elements must be provided to the Communications team before any email can be produced. Materials must be provided via shared OneDrive links.
  3. It is the responsibility of the requester to keep in contact with the Communications team regarding any possible adjustments to content, audience, schedule, or other aspects of the project which can or will affect the original timeline.
  4. It is the responsibility of the requester to provide timely edits to any drafts, and to provide prompt approval of any drafts to keep the project on the original distribution schedule.

Mailing Request Form

Your Information

Message Details

(Date might need to change if there is a conflict with an already scheduled email)

(A member of Advancement Services will reach out to you)

Approval Process

You will receive a test of the email, marked [TEST]. Do not reply to this email with feedback or approvals. Instead, contact laura.clausen(at)sjc.edu and sally.mcgee(at)sjc.edu with your feedback. (Also note that TEST emails sometimes land in your Other inbox, so check there as well.)