Mass Email Criteria

The following requirements must be met in order to use the Mass Email service. Please contact the service provider if you have any questions concerning this list.

1. Sender must be a UW-Madison faculty, staff member, or the primary student contact of a registered student organization, including affiliated UW-Madison individuals (e.g., System Administration, UW-Extension). 
   
2. Email content must be relevant to UW-Madison's mission of teaching, research, public service, or student involvement.
   
3. Email must comply with the policy governing Appropriate Use of UW Information Technology Resources. 
   
4. Email cannot be sent for personal purposes or gain. 
   
5. Email must be related to the programs or operations of the University. Email can include ticket prices for UW-Madison events.
   
6. You should submit your request for service 7 days prior to the date of your desired mailing.
   
7. Email messages will be sent out Monday through Thursday. Large mailings (>15K addresses) may be sent during non-peak hours. Smaller mailings may be sent during the day, at the discretion of the service provider.
   
8. Email subject line must be descriptive. 
   
9. Body of email must contain sender's name and department affiliation.
   
10. Size of email should not be excessively long.
    
11. Email must be in text only (ASCII) format. The service does not support sending attachments (e.g., MS Word document). Another option is to include a hyperlink in your electronic message that will link to a specially formatted (PDF, MSWord, etc.) file that resides on a web server.
    
12. The line length of your message should not exceed 76 characters. This will increase the likelihood that the formatting of your message will remain as you've intended.
    
13. Hyperlinks should include the fully qualified (include the http:// protocol) to assure that most recipients will see an "active" link in your message. It is also a good idea to enclose URLs between less- than and greater-than symbols to avoid problems with word wrapping, which can cause problems for the recipients of your message. Example: <http://www.wisc.edu/>

DoIT does not check messages for errors. The customer is solely responsible for the content of the message and should follow the guidelines listed above to assure a successful communication.