Fill in personal info, and select “Communications List” under “Request Type”
Select what type of communication you are planning (email)
Select your email send date, referencing the calendar to ensure your send date doesn't conflict with another email. Email requests are a first come, first served basis. If you select a date that conflicts with a previous email, your email will be bumped.
Purpose – What is the email you are sending: “College of Education Monthly Newsletter” or “Email invite to Aggie Lagoon Day” etc.
Report Criteria: Who is the target audience of the email? For example, alumni living within 200 miles of Los Angeles, or people who have donated to the Piano program, etc.) Try to specify what types of individuals you want to receive the email i.e. alumni, attenders, staff, parents, friends, donors, etc.
Indicate whether you are sending through our system or on your own
Those sending on their own will need approval from the AVP of Advancement Services before sending.
Indicate if the communication is a solicitation
If so, enter the date range of the solicitation campaign
Indicate if the communication is for an event
If so, fill out the event information fields
Indicate whether the report needs to automatically refresh (such as with a regular newsletter)
This means that once the email gets sent and gets marked as completed in our queue, a duplicate task is made and scheduled for the equivalent date of the next period. For example: If a monthly recurring email is scheduled to be sent on the 15thof this month, once that email is completed, it is automatically duplicated in our queue and that new email is scheduled for the 15th of the next month (based off of the date the email was completed and sent). This continues each time the email is completed, scheduling the next iteration for the same day of the next month (or quarter, based on your request).
Lastly, attach any relevant files such as partial lists or other relevant information.
THIS IS NOT THE PLACE TO SUBMIT EMAIL CONTENT LIKE GRAPHICS OR TEXT.
Please see “Email Creation Process” for information about submitting email graphics, links, and text.
After hitting submit, you should receive a confirmation email detailing your submission.
Email Creation Process
After submitting your email request, you should receive 2 emails.
Request Confirmation email from requests@usu.edu
An email from Box inviting you to the content creation folder
The link to this folder will also be in the Request Confirmation Email
Finalize your email content
Please finalize and get all email content approved by the necessary parties before submitting. Submitting partial or incomplete content will result in delayed emails. This is the part of the process where you should be getting approval from your department head or others to ensure that the email is delivered on time.
To submit your final content, please upload it to the box folder associated with your request.
Fill out the “Sending Details” document that is already in the box folder. This includes the following:
Subject line – 50 character or less please! Longer subject lines are more likely to get marked as spam and not delivered.
Sending name – What name you want displayed to the recipient as the sender of the email. The default is Utah State University, but we can display whatever name you choose (“Utah State Athletics,” “Dean Joe Ward,” “Huntsman School of Business,” “John Doe,” etc.)
Sending email – What “usu.edu” email address is displayed as the sender (“alumni@usu.edu,” “snac@usu.edu,” “john.doe@usu.edu,” etc.)
Reply-to email – What email address will populate when recipients hit “reply” to your email
This can be different from the sending email
Departmental Approver – name and title. This is typically the department head or dean.
Content includes body text, any graphics used, Outlines, links, etc.
Please submit all images as separate high-quality image files.
Each individual request gets a new box folder, even recurring emails.
The deadline to submit content for your email is 2 business days before your chosen send date.
You will receive a content reminder email from requests@usu.edu the day before your content is due (3 days before send date)
If your content is not submitted on time, we cannot guarantee that your email will be sent on your requested date. It will be moved to the next available send date, which is not necessarily the next day, depending on the schedule
Once your content is received, typically around 2 days before the send, we will start transforming your content into HTML code to ensure consistent appearance across different email servers, which can take some time.
Once the email has been coded, you will receive a test email for your review. The Email & SMS Specialist will work with you should you have any changes that need to be made.
Please try to respond in a timely manner to the test emails. The Email & SMS Specialist will NEVER send an email before getting your approval, so if you do not respond in time, your email will be delayed. We will always wait until you have approved the send.
Once we have received your approval, we will match the email content up with the requested list and push the email to those recipients.
The sending process sometimes is spread out over the course of several hours, depending on the size of the list.
