Mass Mail Frequently Asked Questions

Why do we have this service?

E-mail is an important resource for academic and administrative communications. The mass mail service allows us to:

  • facilitate delivery of messages to target audiences

  • provide mail management (filter) mechanisms that allow each recipient to filter unwanted messages 

  • manage the release of university e-mail addresses (They are not released except under the Iowa Open Records law.)

  • manage the release of the mail messages into the system at a rate that doesn't impact delivery of regular e-mail

Does the Mass E-mail Policy apply to me?

Yes.  Requests from internal and external mail senders to the UI e-mail system are subject to the same policy and approval procedures. 

Are there any content limitations on my mass mailing?

A mass mailing is one method for delivery of information, though it may not always be the best choice. When making a choice on what media form to use, refer to the outline of available methods. 

From the Acceptable Use Policy 19.4.g.: Refrain from prohibited personal uses. Information technology resources, including the University's electronic address (e-mail, web), shall not be used for personal commercial gain, for charitable solicitations unless these are authorized by the appropriate University officer, for personal political activities such as campaigning for candidates for public office, or for lobbying of public officials.

Can you guarantee that the recipient will read my message?

No. The individual recipient can elect to delete the e-mail upon receipt or reply to the sender with specific reasons why they did not appreciate receiving it.

How are e-mail addresses maintained?

Individuals must have e-mail routing (target) addresses (i.e., the address where they read mail) registered  in the central mail directory (Ph) to be a part of the mass e-mailing audience. It is your responsibility, whether you are a student or faculty/staff member, to maintain a routing address in the directory so you will not miss important institutional messages.

Send your request to add or update your e-mail routing address to its-information@uiowa.edu

When can I send my own "mass mailing"?

The mass mail policy covers mailings that go to more than 1000 individuals, other than self-subscribed mailing lists. If you are mailing to less than 1000 individuals, you can choose to use the mass mail service or you may distribute the messages yourself. 

Note: If you choose to distribute the message yourself, you can send to up to 1000 recipients; however, there are technical limitations on many campus mail gateways limiting the number of recipients.

How does the policy apply to course-related mailings to students?

Nothing in this policy is intended to burden faculty communication with their students. Mail sent by faculty to students currently enrolled in their courses is exempt from this policy, regardless of the size of the course. However, mailings sent to other students, when the list of addressees is greater than 1000, fall within the purview of this policy, even when the message is, for example, recruiting students for a course.

How does the policy apply to my majordomo mailing list?

If your list includes more than 1000 addresses, we request that you send your messages in off-peak-times.

Does this policy apply to mail I receive from off-campus mailing lists?

No. Nothing in this service will effect e-mail you receive from off-campus services. 

Why didn't the e-mail message go to everyone I requested (e.g., all students)?

There are several reasons a person may not have received the mass mailing.

  • Their information may be suppressed in the directory so their e-mail address would not be included in a population pull.
  • Their ph alias does not have a routing (target) address listed.
  • They opted out of receiving certain mass mail categories.
  • They have set up filters for their e-mail.
I have a message I would like to send that contains confidential information. Is a mass mailing appropriate?

Confidential mailings are not recommended with this process. E-mail is not a secure method of sending information.

Can my message contain an attachment?

No. Mass mail messages cannot contain attachments. You can however, point to a web site if you need to include additional information.

Does the mass mail service stop outside spam mail?

The mass mail service provides guidance to, but cannot eliminate or control mass mail or spam generated by individuals or groups outside the University. For more information about dealing with unsolicited commercial e-mail, see "BEST PRACTICES.....For Dealing with SPAM Electronic Mail ".

Is my e-mail address released to the sender?

No, your e-mail address is not released.

How do I block (filter) mass mail messages?

You can set up filters in your e-mail program to filter out certain categories of mass mail messages. Students can set up filters through ISIS.

Can I opt out of receiving mass mailings?

Students can opt out of certain mass mail messages; faculty and staff can filter their e-mail.

Why do faculty and staff receive recognized student organization mailings?

The sender may have requested a certain population pull that included faculty and staff.

If I'm unhappy about receiving a mass mailing, who can I complain to?

You can send a complaint to the sender of the e-mail or to its-email@uiowa.edu if you have further questions.

How do I arrange to send a mass mailing?

You need to complete a "Request for Mass E-mail" form. See "Requesting a Mass Mailing" for more information on the steps needed to request a mass mailing.

Copyright © 2005, The University of Iowa, all rights reserved.
Validate