Internal Email Communications Standards

An email message from USFconnect always goes out from the same email address (pleasedonotreply@usfca.edu) and is easily identified as "a USFconnect email." Every time a recipient receives a USFconnect email that is not perceived as relevant, this decreases the likelihood of the recipient opening and reading the next USFconnect email message. The Internal Email Communications Policy and Standards aim to make sure that USFconnect messages earn and maintain a perception of high relevance. That is why the types of email messages to be sent through USFconnect emails are defined and limited. Targeting instructions for each message category are provided to help make sure that USFconnect messages stay relevant and reach the right group of recipients. Click here to view a full list of message categories.

Email administrators in USFconnect need to follow these steps:

• Read and adhere to the USFconnect policy
• Receive approval from the supervisor to send out USFconnect emails 
• Attend an email administrator training: View the CIT calendar to identify the next USFconnect/iModules administrator training
• Request the target group(s) of future USFconnect email messages: The target groups need to be customized and imported into the system. Request a USFconnect target group by clicking here
• In every email message, include sender contact information and the name of the supervisor who approved the message for send-off
• In every email message, include the following message at the bottom: 
  "The University of San Francisco strives to only send USFconnect emails that are considered "required reading" and highly relevant to the audience. If you believe that this email message was sent to you in error, please complete this three-question survey: www.usfca.edu/communications/email_outreach/usfconnect_feedback/" 

"Voluntary" messages are to be sent through iModules Email Marketing

Messages that are "good to know," but not required reading, are sent out through iModules email marketing. If USF students, faculty, or staff receive an email sent through iModules that is irrelevant to them, the recipients have the option to opt out of this specific message category. Email messages sent through iModules are created with pre-made, correctly branded and optimized USF email templates. Emails sent through iModules can include html code and images. Metrics of readership (open, click-through) are available. 

Email administrators in iModules Email Marketing need to follow these steps:

• Attend an email administrator training: View the CIT calendar to identify the next USFconnect/iModules administrator training
• Select the correct message category for the email in iModules
• Use existing templates in iModules email marketing to prepare the email
• Send a preview to the Office of E-Communications at ecommunications@usfca.edu for review, approval, and send-off, including a description of the target group. Estimated turnaround time is 1-2 business days.