Ohio University

Mass Mailings

Overview

OIT has partnered with University Communications and Marketing to transition mass email requests to UCM’s new email tool, Emma. Emma offers mobile-friendly HTML emails with University branding, as well as analytics to track open and click rates.

How to Request: 

To request a project, complete the UCM request form

Visit UCM’s email page for contact information and frequently asked questions. 

 

Security, Accessibility and IRB Requirements

Security Requirements

Because of the potential impact a mass mailing can have on the university community, emails sent through this service need to adhere to several basic IT security requirements. These requirements are designed to reduce recipient complaints and confusion, reinforce anti-phishing best practices and efficiently utilize campus resources:

  1. The From and Reply-to email address must be an @ohio.edu address or the address of an approved business partner.
  2. Links that collect information must point to an ohio.edu website or the website of an approved business partner.
  3. Direct links to a login page, even if it is an OHIO login page, are not allowed.
  4. Links to external sites are allowed for informational purposes, but they cannot be used to collect information from the recipient.
  5. Links must be human-readable and identify the actual destination: No URL shorteners or QR Codes.
  6. Unsolicited email attachments are a commonly used tool for sending malware, resulting in many users not trusting email that includes attachments. As such, attachments should be avoided.

Accessibility Requirements

Bulk emails should accommodate the following basic accessibility considerations:

  1. The message must be composed in either plain-text or multipart plain-text/HTML.
  2. All information conveyed by the message must be in the text, not embedded in images or other elements that are inaccessible by text-to-speech software.
  3. All images in the message must include "alt" text that describes the image for low-vision recipients.

IRB Requirements

Recruitment materials for research projects involving human subjects must be reviewed and approved by the Institutional Review Board (IRB) before they can be sent.

  • The message must include the project's IRB number in the body, e.g. 19-X-123. 
  • A test copy of the message will be forwarded to compliance@ohio.edu for approval prior to sending the message to your recipient list.
  • If a message appears to be research related but does not include an IRB number, we may ask you to provide confirmation that the message is exempt from IRB approval.