Mass Email

Policy Statement

This policy provides key requirements and guidance for the use of mass email at Adelphi University (emails sent to more than 50 members of the Adelphi community) . It is designed to ensure the effectiveness of email as a communication tool by reducing the number of nonessential messages and providing alternative communication channels for the Adelphi community. All mass emails defined by this policy must also follow guidelines outlined in Adelphi’s overarching email policy.

Reason for Policy

Adelphi provides central email services to the University community for purposes of furthering its educational mission and conducting University business. Email is a powerful communications tool that must be used responsibly, consistent with the law and University policies. This policy ensures that:

• The University remains compliant with the CAN-SPAM Act, which sets rules for commercial email and establishes requirements for commercial messages
• By limiting mass email to essential communications, community members are not overwhelmed by nonessential communications and/or external promotions
• Critical messages reach their intended audiences effectively
• Email continues to function as a reliable communication channel for urgent and important information

Who Is Governed by this Policy

Faculty, Staff and Administrators, Student Leaders and Student Organizations

Policy

Mass email shall be used only for essential communications and follow the approval process as stated below.

Essential Communications

Essential communications are messages that meet at least one of the following criteria:

1. Mission-Critical Operations
   • Information essential to the University’s core educational mission or daily operations
   • Changes to University policies that affect community members’ rights, responsibilities or access
   • Announcements about academic calendar changes, registration deadlines or degree requirements
   • Financial aid, billing or tuition-related information affecting student accounts
   • Information technology changes affecting access to critical University systems or data security
     
2. Health, Safety and Legal Compliance
   • Emergency notifications (immediate threats to health or safety)
   • Public health alerts or updates
   • Campus security advisories
   • Legally mandated notifications (Title IX, Clery Act, etc.)
   • Weather-related closures or delays
   • Human Resources requirements and deadlines
   • Healthcare changes or updates
3. Presidential and Executive Communications
   • Messages from the University President to the entire community
   • Critical announcements from executive leadership affecting University operations
4. Major University Events and Observances
   • Commencement ceremony information
   • Events required for degree completion or employee obligations
   • Institutionwide events and conferences where the majority of campus is involved and invited (i.e., Women’s Leadership, Gala, Spirit Weekend)
   • Special institutionwide celebratory or informational events held annually (holiday party, HR open house)
5. Institutional News and Announcements
   • Official news from Adelphi University, including but not limited to Headlines and Insiders for Faculty/Staff and Students.
   • Special announcements determined as essential by the Office of University Communications and Marketing

What Does NOT Qualify as Essential Communication?

The following do not qualify as essential communications, and alternative channels should be used:

• Surveys or feedback requests (unless legally mandated)
• Department-specific announcements affecting limited audiences
• Personal outreach, such as individual thank you messages or acknowledgments
• Reminders for non-critical deadlines
• Commercial solicitations by third-party vendors

Procedures

Approval Process for Mass Emails/Essential Communications

Automatic Approval (no approval required, but should be coordinated with University Communications and Marketing to avoid conflicts with other planned messages):

• Presidential messages to the entire community
• Emergency notifications from Public Safety
• IT and Facilities alerts (outages, closures, etc.)

Mass Emails Requiring Approval from University Communications and Marketing:

• All other communications to the entire campus list (students, faculty, admin staff)
• All communications to all faculty, all administration and/or all staff
• All communications to all students
• Any message claiming essential status

Mass Emails to Specific Lists Requiring Approval from Additional Individual Offices

• Office of the Provost must approve email requests to all faculty
• Division of Student Affairs must approve email requests to all students
• Division of Student Affairs must approve email requests to all parents
• Office of University Advancement and External Relations must approve email requests to all alumni
• Deans of each school or college must approve email requests to the faculty, staff and/or students of their respective school/college

How to Request Essential Communication Status

University Communications and Marketing maintains an institutionwide calendar for scheduling mass emails in a way that prevents conflicts and manages volume. Requests to send a mass email to any of the University’s lists must be submitted to ucomm@adelphi.edu at least 5 business days in advance (except in the case of emergencies). Requests must include:

1. Draft message text
2. Intended audience and distribution list
3. Explanation of why the message qualifies as essential (cite specific criteria above)
4. Requested send date/time (which may be adjusted to avoid conflict)
5. Sender name and contact information

University Communications and Marketing will respond within 2 business days with approval, suggested revisions, or alternative communication recommendations.

Emergency Situations

Contact University Communications and Marketing immediately for expedited review. See a directory of University Communications and Marketing leadership.

Policy Specifications

All mass email messages must adhere to the following standards:

• Sender must use an Adelphi University email address.
• Sender must provide contact information that includes a valid University email address and has “Adelphi” in the sender name.
• All recipient addresses must be concealed through the use of a mailing list or use of the BCC field.
• The message must include a subject line relevant to the message’s content.
• The message must be accessible. Content should meet digital accessibility standards so all users, including those using assistive technologies, can read and understand it.
• No more than two reminder emails are allowed; one is preferred. Additional reminders can be shared via alternate channels (Insider, social media, digital signage).
• Accompanying files, if any, must be provided through a web link in the body of text of the message, and not as an attachment to the message. Unless it has been classified as essential, the message must include a valid option to unsubscribe from future mailings from the sender/department.
• Refer to Adelphi’s Style Guide and Brand Center to ensure that the email, including subject line and signature, is in compliance with Adelphi brand standards and best practices.
• All guidelines in the Department of Information Technologies’ Email Policy must be followed.

Note: Messages that qualify as essential communications are exempt from the requirement to offer an unsubscribe option.

Mailing Lists

Access to send to Universitywide email lists is approved by a senior leader or designee and granted by the Department of Information Technology for the following Google Groups:

Entire Campus

• Includes all faculty, students, and staff
• Reserved exclusively for essential communications
• Requires University Communications and Marketing approval
  

Faculty, Administration and Staff

• Includes all Adelphi employees
• Requires University Communications and Marketing approval

Faculty

• Includes all Adelphi faculty (part time and full time)
• Requires Office of the Provost approval
• Sublists available (e.g., full-time faculty, adjuncts)

Students

• Includes all current Adelphi students
• Requires Division of Student Affairs approval
• Sublists available (e.g., graduate students, undergraduates, residential)

Parents

• Includes parents of current Adelphi students for whom addresses are available
• Requires Division of Student Affairs approval

School and College Lists

• Available for use by individual schools and colleges
• Requires approval from respective Dean

Departmental Lists

• Individual departments maintain audience-specific lists (e.g., Admissions for prospective students; Advancement for alumni and donors; schools and programs for advisory boards).
• Usage is determined by the list owner following established protocols and this policy.

List Management

To ensure accuracy, compliance, and proper data protection, employees and departments should not create or maintain their own bulk email lists outside of the systems managed by Information Technology.

Any unit-specific lists must follow the University’s List Management Guidelines as noted below:

• Lists must be current and regularly maintained
• Personal information must be protected
• Lists may not be shared outside the University
• Unsubscribe requests must be honored promptly

Use of Third-Party Email Platforms

Third-Party email platforms (e.g., Active Campaign, MailChimp, Constant Contact, Emma, Slate, iModules) may be used for specific purposes. Emails sent via such platforms must:

• Fully comply with this policy
• Provide recipients with a legitimate unsubscribe option
• Be approved by University Communications and Marketing and added to the master calendar managed by UCOMM
• Comply with University data privacy and security policies
• Include proper University branding

Third-Party Email Platforms are typically appropriate for:

• Alumni communications
• Donor communications
• External event marketing
• Prospective student communications
• Designed newsletters

Enforcement and Consequences

Violations of this policy may result in:

• Loss of mass email privileges
• Referral to appropriate supervisor or dean
• Disciplinary action in accordance with University policies
• Potential legal consequences for CAN-SPAM violations

Definitions

Mass email is defined as identical or substantially similar messages sent to more than 50 email addresses.

Forms

This policy does not have forms associated with it at this time. Upon periodic policy review this area will be evaluated to determine if additional information is needed to supplement the policy.

Related Information

• Email Policy
• Gmail for Adelphi
• Mass Email: Technology Service Guide

Document History

• Last Reviewed Date: November 14, 2025
• Last Revised Date: November 17, 2025
• Policy Origination Date: September 1, 2017

Who Approved This Policy

Thomas Kline, Vice President, University Advancement and External Relations