Process to send email to all student and/or staff

Governing Principles

• The email must pertain to a majority of the desired recipients (all students and/or all staff).
• The email must relate to a University service, policy, event, program or opportunity.
• The information should be deemed critical enough to distribute to the entire audience.

Approval Chain

• VP Offices
  All VP offices as well as the President's office can approve emails to be sent to all students and/or all staff.
  • President's Office
  • Office of the Executive Vice President and Provost
  • Office of the Senior Vice President for Academic Affairs
  • Office of the Senior Vice President for Academic Health Center
  • Office of the Vice President and Chief of Staff
  • Office of the Vice President for Agricultural Policy
  • Office of the Vice President for Human Resources
  • Office of the Vice President for Research
  • Office of the Vice President for Campus Life
  • Office of the Vice President for University Relations
  • Office of the Vice President for University Services
• Alternative
  Go to your VP office or, as an alternative, go to the Office of the Vice President for University Relations.

Format

The email should be a simple text document with no special formatting, and should not include any attachments. Also, please include the following information with each request (or you can fill out the online request form located at www.umn.edu/is/vip-mail):

• From - who the email is to be from
• To - who the email is to be sent to
• Subject - what you would like the subject line of the email to say
• Approval - what office has approved this email for distribution
• Contact - who to contact with questions about this request
• Date - the date you would like the email sent by
• Urgency - please indicate the degree of urgency

Note: For large amounts of information, it is best to send only a brief email to the audience that references a web site where the detailed information can be found. Lengthy emails are costly to send.