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

Program Aims to Open UD Ethos to Wider Community

On Thursday, Sept. 26, several members of the university community gathered to celebrate the completion of Course II of the Studies in Catholic Faith and Culture program, the first component of UD's Liberal Learning for Life initiative. The course is titled "The Person: Tradition and History."

+ Read More

The Idea of Our University

To found the famous Core curriculum of the University of Dallas, as an education "best for the individual," Donald and Louise Cowan looked to John Henry Newman's The Idea of a University. He unapologetically promotes the Western classics -- precisely because so few know our own culture well enough to appreciate the depth of any other.

+ Read More

To Russia with UD: Faculty to Lead UD's First Tour of Russia

This summer, the University of Dallas invites students, alumni, faculty and staff to join its first-ever tour abroad of Russia, led by Professor of Physics Richard Olenick and Affiliate Instructor of Spanish, French and Italian Irina Rodriguez. From June 8 to June 16, 2020, Olenick and Rodriguez will guide participants through the cities of Moscow and St. Petersburg, taking them on a cultural and literary tour of the "Russian soul."

+ Read More