Sending Mass E-Mails to Students

UE units may request permission to send mass e-mails to UC Davis students. 

Steps:
  1. Plan your content
  2. Data Request: To obtain a list of current student emails, follow these steps
    1. Request permission from your AVPD and UE leadership using the Electronic Mass Communication Form
    2. Submit your data request via sisweb.
  3. Send your content
How to Make a Data Request:

Requests to send mass communications to students must be reviewed and approved by Assistant Vice Provost for Undergraduate Education. 

  1. Plan and request your mass communications during the quarter before you intend to send them.
  2. Complete the Electronic Mass Communication Form and submit your request to Helen via email, copying Angelina and your AVPD. Include a copy of or link to your proposed content.
  3. Submit your Data Request. After your communication is approved, submit your data request. Once you have initiated the request, you will be asked to submit your signed form.
How to Send Your Email Once You Have the Data: 
  • Campus bulk email is free, but does not support images.

  • Campus offices use a number of clients such as MailChimp, Emma, and Constant Contact. MailChimp is free for lists with fewer than 3,000 names.

  • UE Comm maintains a MailChimp account. Please contact scknox@ucdavis.edu if you are interested in sending a communication out with > 3,000 names via MailChimp. 

About Mass Emails to Students

Mass communications sent to UC Davis students and admits are governed by UC Davis Policy 320-40. Authority to approve the use of mass email to connect with students belongs to the VC-Student Affairs. Student data is governed by the Registrar's office. You must use current data for mass communications.

The VC-SA has delegated authority to the Vice Provost - Undergraduate Education with the agreement that these communications will be reviewed to ensure that students receive communications that are appropropriate in message, quality, and quantity. 

Student data is covered by UC Davis Policy 320-40 on institutional data usage and Cybersafety Policy 310-22 for the use and storage of personal information. Additionally, Family Educational Rights and Privacy Act (FERPA), Health Insurance Portability and Accountability Act of 1996 (HIPAA), and California Information Practices Act of 1977 (CA IPA) regulations must be adhered to where applicable. All requests are reviewed to verify that it meets approved and legitimate needs that meet applicable rules, policies and procedures.