Email Communication Policy

Email Communication Policy

Rationale for the need of an e-mail communication policy

    E-mail addresses are increasingly difficult to acquire as potential recipients become more selective about their personal e-mail. 

    The perception of receiving too many unsolicited e-mails leads to recipients who unsubscribe from all e-mail communication. 

    Greater segmentation of content based on the known or perceived interests of a recipient increases the likelihood that a recipient will indeed read an e-mail. 

    Maintaining a consistent look and feel of an e-mail is essential in promoting the UD brand. 

    Based on the rationale above, the University of Dallas will utilize the following e-mail communication policy for e-mails sent en masse to alumni, parents and donors.

Scheduling and Approval

All e-mails must be scheduled via Advancement and sent via iModules. Ten business days are required for preparation of a custom-designed e-mail.

Requests can be made online. Requests must also include a desired send date, subject line and recipient base (i.e., graduates from a particular program or geographic region).

Advancement will confirm the receipt of the materials and estimated e-mail send date. Send date will depend on other scheduled e-mails and the priority level of the e-mail (see “priority” section of this document).

A draft of the e-mail will be sent to the requestor. Two people must approve the draft:

  • Requestor
  • Director of Marketing and Communications

Email Checklist

  • "From" field indicates office/department name
  • Subject Line
    • Words to Avoid: Help, Percent off, and Reminder.
    • Keep it to 50 characters or less.
    • Avoid using splashy promotional phrases, CAPS, or exclamation marks.
    • Subject Line Best Practices
  • Minimal graphics
  • Vital information must be in the text body, even if it's duplicated in the graphic image. Some email browsers disable images.
  • Main body of copy no more than 300 words. Our objective is to get the reader to click a link for more information.
  • Include a clear call to action. The most effective are those with incentives that are timebound.
  • Avoiding the Spam Filters

News

UD Announces Record-Breaking Undergraduate Enrollment

The University of Dallas is proud to announce another year of record-breaking undergraduate enrollment of 1,471 students. Record freshmen classes within five of the last seven years have contributed to this milestone. The Class of 2022, comprised of nearly 380 students, is one of the university's largest entering classes in its more than 60-year history.

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University of Dallas Expands Classical Education Program

As many as 100 classical school teachers will receive scholarships this year as the University of Dallas intensifies its efforts within the classical education arena. The university also plans to bring on two new tenure-track faculty members, each devoted primarily to one of two programs in the Braniff Graduate School of Liberal Arts.

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Charity Week: Junior Class Tradition Encourages Unity

Next week kicks off the long-held junior class tradition, Charity Week -- and as the UD community gathers on Monday, Oct. 15, Catholics around the world also celebrate the feast of St. Teresa of Ávila, Virgin, Doctor of the Church. Lasting through Saturday, Oct. 20, the entire University of Dallas campus will raise funds for two nonprofits that align with the university's Catholic identity.

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