Sending to Mass Mail Lists

Some community members may need to send email to large populations at Emerson or even the entire campus. There are three major populations at Emerson: Students, Staff, and Faculty. Each have their own approval process, described below.

For those sending solicitations, newsletters, or mail for which you need metrics or that you want to offer an unsubscribe link, please use Constant Contact or Mailchimp. The mass mailing lists described below should be reserved for important internal communications only.

To send to the entire campus, please send to staff_email@emerson.edu, student_email@emerson.edu, faculty_email@emerson.edu, and temporary_email@emerson.edu. 

To send to the entire Boston campus, please send to boston_faculty@emerson.edu, boston_staff@emerson.edu, boston_undergrads@emerson.edu, graduate_students@emerson.edu, and temporary_email@emerson.edu.

Before You Click Send

Sending to thousands of recipients can be intimidating, and there can be negative consequences to sending to the wrong group, accidentally causing a massive reply-all chain, or sending bad information. Before clicking send:

1. The campus receives a lot of mass email—first, ask yourself, is this appropriate as a mass email? Could this be a blog or newsletter post? A Facebook post? A Tweet? If it has to be an email, can it be targeted to a relevant population rather than the whole campus or a large group?
2. Always put the mass mailing groups in the BCC field—this way, if someone replies to all, the group will not be in their reply. In the to: field, put the email address you want recipients replying to.
3. Emerson uses Gmail, and Gmail enforces limits to how many recipients you can send to in a 24 hour period. If you are emailing a large list of individual recipients rather than using a group, you must abide by these policies. If you violate these limits, your email account will be locked for 24 hours, and Google may permanently suspend the account if these limits are violated multiple times. Note that a single group address (such as staff_email@emerson.edu) only counts as one recipient.
4. Thoroughly review the email for spelling/grammar errors, bad formatting, graphics that won't load, hyperlinks that don't work, etc. Send a test to a colleague first and see how it appears in multiple mail clients and devices.
5. Ensure that the details of the email are correct. Sending follow-ups or corrections can muddy your message and cause confusion.
6. Follow accessibility guidelines—do not use a graphic as the entire email. If you do have graphics, set alt-text. Avoid difficult to read font. If possible, test your email on a screen reader.
7. Repeatedly check that the recipients in to To, CC, and BCC fields are correct. 

Uh oh - I accidentally sent to a mass distribution list. What do I do?

First, to help prevent something like this from happening, we recommend setting your "Undo Send" setting in Gmail to the maximum time allowed (30 seconds).

If you have exceeded that, unfortunately email cannot be recalled once it has been delivered to user mailboxes, it can only be deleted. There are therefore two options:

1. Send a follow-up email to the group explaining the situation, apologizing for it, and if necessary, ask them to delete the message.
2. IT can run an automated process that deletes the message from the recipient mailboxes, but because this requires deleting messages in user mailboxes, it requires the approval as described in the Acceptable Use Policy (under Data Ownership and Privacy). Please also note that the deletion process is slow and will often take at least several hours, by which point many recipients will have seen the message. We also are unable to delete messages that were forwarded to personal accounts. For this reason, in most situations, we recommend the first option.

Gaining Access to Send

Note: The following lists are updated nightly based on enrollment/status in Banner and/or Workday. If a community member is not in a list they feel they should be, please direct them to HR (for Staff), the Registrar (for Students), or Academic Affairs (for Faculty) to review their Banner/Workday status.

How to Send as a Different Account

Often, when sending a message to the community, people opt to send from department or shared emails, such as helpdesk@emerson.edu or hr@emerson.edu. If you need access to send from a shared account like this, please make the request to IT (which will be approved in accordance with the Data Governance Policy). Once approved, users will be able to choose the shared email in the From field when composing a new message.

In either case, it's the individual who needs access to send to the lists, not the shared email.

Staff

To request access to send to Staff lists, please contact hr@emerson.edu and describe why you need access and for how long. If granted, you will have access to send to:

• staff_email@emerson.edu - All active Staff.
• staff_wfh@emerson.edu - All active Staff and Temps who work remotely.
• staff_wfc@emerson.edu - All active Staff and Temps who work on campus.
• temporary_email@emerson.edu - All active Temporary Staff.
• boston_staff@emerson.edu - All active Boston-based Staff.
• staff_la_email@emerson.edu - All active Los Angeles-based Staff.
• staff_teaching@emerson.edu - All active Staff who are also teaching.
• staffteach_upcoming@emerson.edu - All active Staff who will be teaching in the upcoming semester.
• staffteaching_all@emerson.edu - All active Staff who are also teaching, both currently and in the upcoming semester.

Students

To request access to send to Student lists, please contact deanofcampuslife@emerson.edu and describe why you need access and for how long. If granted, you will have access to send to:

• boston_ug_fulltime@emerson.edu - All Full Time Boston Undergraduate Students
• Student_Email@emerson.edu - All active Students, regardless of starting term.
• Students_Active@emerson.edu - all active students whose starting term is less than or equal to the current semester (or, when in between semesters, the next semester).
• boston_undergrads@emerson.edu - All active Undergraduate Students studying in Boston whose starting term is less than or equal to the current semester (or, when in between semesters, the next semester).
• boston_online_gr@emerson.edu - Graduate Programs Online/Low res Only programs (DMDA, Speech@Emerson, Pop Fiction, WFTV).
• boston_online_ug@emerson.edu - All Boston Undergraduate students studying online.
• continuing_students@emerson.edu - All students with a "continuing" status.
• DMDA_students@emerson.edu - All students in the DMDA program.
• Freshman_Class@emerson.edu - All active First Year Undergraduate Students.
• Sophomore_Class@emerson.edu - All active Second Year Undergraduate Students.
• Junior_Class@emerson.edu - All active Third Year Undergraduate Students.
• Senior_Class@emerson.edu - All active Fourth Year Undergraduate Students.
• gbfa_grads_all@emerson.edu - All GBFA students due to graduate in the current year (ends on 9/1).
• gbfa_grads_summer@emerson.edu - All GBFA students due to graduate in the Summer for the current year (ends on 9/1).
• grad_students_primaryAY@emerson.edu - All active grad students and grad certificate students except Speech@Emerson and DMDA / MA in Marketing whose starting term is less than or equal to the current semester (or, when in between semesters, the next semester).
• graduates_all@emerson.edu - All students due to graduate in the current year (ends on 9/1). Does not include GBFA or Speech@Emerson students.
• graduates_fall@emerson.edu - All students due to graduate in the Fall for the current year (ends on 9/1). Does not include GBFA or Speech@Emerson students.
• graduates_spring@emerson.edu - All students due to graduate in the Spring for the current year (ends on 9/1). Does not include GBFA or Speech@Emerson students.
• graduates_summer@emerson.edu - All students due to graduate in the Summer for the current year (ends on 9/1). Does not include GBFA or Speech@Emerson students.
• Graduate_Students@emerson.edu - All active Graduate Students.
• gr_graduates_all@emerson.edu - All graduate students due to graduate for the current year (ends on 9/1).
• gr_graduates_fall@emerson.edu - All graduate students due to graduate in the Fall for the current year (ends on 9/1).
• gr_graduates_spring@emerson.edu - All graduate students due to graduate in the Spring for the current year (ends on 9/1).
• gr_graduates_summer@emerson.edu - All graduate students due to graduate in the Summer for the current year (ends on 9/1).
• Incoming_Graduates@emerson.edu - All new Graduate Students.
• Incoming_Undergraduates@emerson.edu  - All new Undergraduate Students.
• inperson_bostongr@emerson.edu  - Graduate Students not in Online programs.
• inperson_bostongroffcampus@emerson.edu  - Graduate Students not in Online Programs that don't live on Campus.
• inperson_bostongrres@emerson.edu  - Graduate Students not in Online Programs but live on Campus.
• inperson_bostonug@emerson.edu  - All in-person Boston Undergraduate students.
• inperson_gradwork@emerson.edu  - Graduate Students no in Online Programs studying on campus, DS, CSS, Thesis, working on campus.
• inperson_bostonugres@emerson.edu  - All in-person Boston Undergraduate Resident students.
• inperson_bostonugoffcampus@emerson.edu  - All in-person Boston Undergraduate off-campus students.
• Los_Angeles_Students@emerson.edu- All active student in the ELA program.
• ugrads30_allgrads@emerson.edu- All current year (prior to September 1st) undergraduates commencing with a GPA of 3.0 or higher.
• ugrads30_decgrads@emerson.edu- All current year December undergraduates commencing with a GPA of 3.0 or higher.
• ugrads30_maygrads@emerson.edu- All current year May undergraduates commencing with a GPA of 3.0 or higher.
• ugrads30_auggrads@emerson.edu- All current year August undergraduates commencing with a GPA of 3.0 or higher.
• recent_grads@emerson.edu - All students who have the designation of "commenced" in the current year (ends on 9/1).
• returning_students@emerson.edu - All returning students from the previous semester.
• returning_grads@emerson.edu - All returning Graduate students from the previous semester.
• returning_undergrads@emerson.edu - All returning Undergraduate students from the previous semester.
• sae_graduates_all@emerson.edu - All Speech@Emerson students due to graduate for the current year (ends on 9/1).
• sae_graduates_fall@emerson.edu - All Speech@Emerson students due to graduate in the Fall for the current year (ends on 9/1).
• sae_graduates_spring@emerson.edu - All Speech@Emerson students due to graduate in the Spring for the current year (ends on 9/1).
• sae_graduates_summ@emerson.edu - All Speech@Emerson students due to graduate in the Summer for the current year (ends on 9/1).
• speech_students@emerson.edu - All students studying in the Speech@Emerson program.
• tuition_recipients@emerson.edu - Tuition letter recipients - any graduate or undergraduate student that is Active or On Leave that has not applied to graduate.
• tuition_gr@emerson.edu - Tuition letter recipients, graduate students - any graduate student that is Active or On Leave that has not applied to graduate.
• tuition_ug@emerson.edu - Tuition letter recipients, undergraduate students - any undergraduate student that is Active or On Leave that has not applied to graduate.
• ug_graduates_all@emerson.edu - All undergraduate students due to graduate for the current year (ends on 9/1). Does not include GBFA students.
• ug_graduates_fall@emerson.edu - All undergraduate students due to graduate in the Fall for the current year (ends on 9/1).
• ug_graduates_spring@emerson.edu - All undergraduate students due to graduate in the Spring for the current year (ends on 9/1).
• ug_graduates_summer@emerson.edu - All undergraduate students due to graduate in the Summer for the current year (ends on 9/1). Does not include GBFA students.
• Undergraduates@emerson.edu - All active Undergraduate Students. This will not include incoming admits until the preceding term has ended.

Faculty

To request access to send to Faculty lists, please contact anne_doyle@emerson.edu and describe why you need access and for how long.

To help avoid confusion about which faculty populations belong to which groups, please see our Faculty Lists Matrix - What Includes What? document.

If granted, you will have access to send to: 

• associate_professors@emerson.edu - All Associate Professors.
• assistant_professors@emerson.edu - All Assistant Professors.
• faculty_email@emerson.edu - All Faculty members.
• boston_faculty@emerson.edu - All Boston-based Faculty members (includes staff who are teaching).
• bostonptfaculty@emerson.edu - All Boston-based Part-Time Faculty members.
• castleptteaching@emerson.edu - All Part-Time Faculty for the Castle.
• clinicalfaculty@emerson.edu - All Clinical Faculty.
• DMDA_faculty@emerson.edu - All Faculty teaching in the DMDA program in the current semester.
• dmdafac_upcoming@emerson.edu - All Faculty who will be teaching in the DMDA program in the upcoming semester.
• DMDA_faculty_all@emerson.edu - All Faculty teaching in the DMDA program, both in the current and upcoming semester.
• emeriti_faculty@emerson.edu - All Emeriti Faculty.
• faculty_assembly@emerson.edu - Participants of Faculty Assembly.
• faculty_la_email@emerson.edu - All Los Angeles-based Faculty members.
• Faculty_GR@emerson.edu - All Graduate Faculty.
• Faculty_UG@emerson.edu - All Undergraduate Faculty.
• faculty_primaryAY@emerson.edu - All current semester Faculty, with the exception of the DMDA or 2U programs.
• facprimay_upcoming@emerson.edu - All Faculty, with the exception of the DMDA or 2U programs, who will be teaching in the upcoming semester.
• faculty_primaryAY_all@emerson.edu - All Faculty, with the exception of the DMDA or 2U programs, who are teaching both in the current and upcoming semesters.
• Faculty_Online@emerson.edu - All Faculty teaching online in an active semester.
• Faculty_WFC@emerson.edu - All Faculty teaching on campus in an active semester.
• full_professors@emerson.edu - All Full Professors.
• fulltime_faculty@emerson.edu - All Full-Time Faculty members.
• fulltime_teaching@emerson.edu - All Full-Time Teachers (includes those teaching Full-Time who are not Faculty).
• parttime_boston_teaching@emerson.edu - All Part-Time Teachers (includes those teaching Part-Time who are not Faculty).
• parttime_faculty@emerson.edu - All Part-Time Faculty members.
• parttime_la_teaching@emerson.edu - All Los Angeles-based Part-Time Teachers.
• soaftfaculty@emerson.edu - All Full-Time School of the Arts Faculty.
• soaptfaculty@emerson.edu - All Part-Time School of the Arts Faculty.
• SOCFTfaculty@emerson.edu - All Full-Time School of Communication Faculty.
• SOCPTfaculty@emerson.edu - All Part-Time School of Communication Faculty.
• staff_teaching@emerson.edu - All active Staff who are also teaching.
• staffteach_upcoming@emerson.edu - All active Staff who will be teaching in the upcoming semester.
• staffteaching_all@emerson.edu - All active Staff who are also teaching, both currently and in the upcoming semester.
• tenuredfaculty@emerson.edu - All tenured Faculty.
• tenuretrackfaculty@emerson.edu - All tenure track Faculty.
• Term_Professors@emerson.edu - All Term Professors.

Other Groups

The campus uses many more mailing lists than those above, including department-specific lists or student organization lists.