Mailing Lists

Mailing List Process

1. Request Approval

   Send your proposed email to your VP for approval. Include in your request for approval which target group(s) you intend to send your email to.

2. Forward Approval

   If you email is approved by your VP, forward that approval to list-moderator@angelo.edu.

   Approval must be given each time a message is sent. If you wish to send a reminder email, separate approval must be received. If a VP approves multiple messages in one email, that approval email must be forwarded to the list moderators each time one of the approved messages is sent.

3. Send Email

   Once approval has been forwarded to the list moderator, send your original email to your target group:

   • Faculty and Staff: everyone@angelo.edu
   • Faculty only: faculty@angelo.edu
   • Staff only: staff@angelo.edu
   • Students: students@angelo.edu

   Sending the same emails to faculty or staff, and everyone, will cause duplicate messages to be sent, and they will be rejected.

   Do not include the approval message in the email to these lists. It cannot be removed by the moderators, and doing so will cause the submission to be rejected.

   If an email is sent to a mailing list without prior approval, it will be held for two business days. If approval has not been received by that time the message will be discarded.

If these steps have been followed, and your email meets the other requirements listed below, it will be released during regular business hours.

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Mailing List Requirements

Emails sent to ASU mailing lists are reviewed by a team of moderators. Emails are typically reviewed 8 a.m.- 5 p.m. Monday-Friday. These requirements must be met for an email to be approved to a mailing list.

1. Only ASU Related Topics - These mailing lists are a resource for the campus community and are not to be used for non-University business. Individuals are solely responsible for the content of their emails.
2. Sent from an ASU Email Address - Anything sent from an account outside of angelo.edu will be rejected.
3. No Replies or Forwards - Emails with “RE:” or “FW:” in the subject or that contain reply or forwarding information in the body will be discarded.
4. Accessibility - In order to ensure that your email is equally accessible to all users, postings to the mailing lists must comply with Section 508 accessibility requirements. Plain text emails are encouraged, however, if images are included, any text communicated within the image must also be typed in the body of the email.
5. ASU Signature - Messages must include the approved signature at the bottom of the email, under all embedded images and text. Please follow the instructions found at angelo.edu/signatures to set up your signature.
6. Limit Attachments - The total size of all attachments must be less than 1 Mb. Do not attach .zip, .exe, or .dmg files, as these files could potentially contain security risks. Emails may also be rejected if important information is conveyed only in attachments. Please include all relevant information in the body of the email.
7. Events Must Link to the Web Calendar - When sending an email about a campus event, the email should include a link to the event on the angelo.edu calendar. If the event is not on the web calendar, it should be added there before the email is sent.
8. No Calendar Invitations - Emails with calendar invitations will be rejected.
9. No QR Codes - QR Codes have their place in print media but are unnecessary in emails. Use hyperlinks instead. QR codes require the use of a phone or a QR code reader to access the linked content which can be inconvenient and time-consuming, especially for recipients who are reading the email on their computers. Hyperlinks can be clicked directly, making them more user-friendly. Emails that contain QR codes instead of direct links will be rejected.
10. No Personal or Private Information - This includes information about specific employees, applicants or past employees. All messages falling into this category will need to be approved by the Office of Human Resources or Registrar. 
11. No Solicitation Without Approval - Messages selling a product or service will need approval from Special Events. Solicitation Requests can be submitted online. Contact Special Events if you have questions regarding this process.

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Best Practices

Attachments

• Images should be appropriately sized if they are in the body of the email.
• Make sure your attachments have logical file names.

Formatting

• Do not use patterned backgrounds, as they may cause readability issues.
• Use proper capitalization in emails. Typing in all caps is typically perceived as shouting over email.
• If you forward an email to a mailing list, remove the forwarding information from the body of the email before sending.

Subject Lines

• Make sure your subject line is brief and descriptive.
• Remove any tags such as RE: or FWD: from the beginning of the subject line before sending.
• Avoid all caps and URLs in your subject line.