Email Newsletters and Campaigns
UNO has a mass email policy. Please reference this and contact University Communications if you have additional questions.
If you are looking to create email newsletters or campaigns, please read below and then if interested, Start Your Project with University Communications for best practices, and the tools that can be used.
Mass email on behalf of official university departments, units and colleges, is governed through Digital Communications Executive Committee.
HubSpot is the official tool on campus for email newsletters and campaigns. Each college and over-arching administrative unit (Criss Library, Community Engagement Center, Academic Affairs, Student Affairs, and University Communications) has a lead communicator in charge of coordinating and being point for their respective email newsletters.
A header and footer template with guidelines from the UNO Brand Guide is created for each of these groups to use.
For questions on the templates or brand requirements, access and support for getting started, you can reach your lead communicator or get in touch with us through Start Your Project.
Don't forget the Mavericks!
It's also important to remember the importance of the News and Events Centers on UNOmaha.edu as well as our Maverick Daily and Maverick Bullseye newsletters, and how all public news and events should be submitted to your communications lead or through Start Your Project so UNO can promote and include them in many feeds on the website and other channels around campus.
Structure and Roles
University Communications recommends the following structure for HubSpot accounts:
One or two users are identified as Administrators, who manage access to the account, uploading contacts and sending of email. This role is typically held by a communication lead at the college or organization level.
This ensures list sizes are the responsibility of the lead communicator as well as the final content. An example would be Director of Marketing in College of Business Administration.
Following the Administrator (Full access), departments within the college or organization would have either Editor or Author access, which enables users to upload contacts and create emails, but does not enabling sending. An example of a department within a college would be College of Business Administration - Accounting.
Using this permissions structure allows for review of materials, application of best practices as well as management of contacts to avoid duplication and extra cost to the university.
Making an Account Request
First, contact your lead communicator to inquire about email newsletter possibility. It is important to indicate length of list, frequency of emails sent, maintenance plan for account and the group account email (not personal) you plan to associate with HubSpot, ie: email@example.com
The lead communicator may already have an account set up with the college or organization and can get you started or they may need the assistance of University Communications. Preparing the information identified above will ensure the process will run smoothly.
Also, to follow Brand Guidelines for email, please create a header using the templates provided or request one from University Communications using the Start Your Project form.
Best Practices and Tips
It is recommended all receivers of email from UNOmaha.edu have opted in and expect to receive the mailing you send. More information on policy surrounding electronic messaging and best practices is located in UNO's electronic messaging policy.