Email

 

UNH offers several different email tools to communicate with the UNH community and the general public, based on the type of communication being sent out, the audience, and the amount of reporting and analytics required.

Group Email Services

This is a list of the most widely available group email services available at UNH. There may be other tools used by individual departments or groups. Please see each individual tool for comprehensive guidelines.

Official Internal University Communications 

Directed Communication is available to UNH users to send official communications to internal constituents via email. This service requires: 

  • Business need for this tool 

  • Approval by the appropriate administrator 

  • Approval of all individual emails

  • Predefined UNH templates 

  • Emails to internal constituents only 

UNH Departmental Communications 

Directed Communication (DC) Express offers UNH departments a community mailing list option to send email to students participating in their programs. 

Community Communications 

Mailman is a mailing list server to support the creation of opt-in community mailing lists.  Any member of the UNH community may sponsor the creation of such a list and then can use any email client, including Outlook, to email the members of this list.  There is also an option where members of the list can make their own postings as part of a discussion forum. 

Outlook supports the creation of lists that can also be used to communicate with groups of up to 300 people. 

External Communications 

There are currently no university-wide options for this service. 

  • If you want to communicate with external audiences about Recruitment, Advancement, or Alumni information, please contact those departments. 

  • If you need to communicate with other non-student non-applicant external audiences, please contact Jackie Snow in Enterprise Information Management for updates on UNH’s future plans in this area. 

Other tools that include email functionality 

Some web apps and tools allow the sending of email as part of their larger purpose. Some examples are: 

Emails should only be sent through these systems for the purpose for which they are intended. Please see guidelines for sending emails for each individual tool. 

General email principles 

While the tools have different purposes, approval processes, and audiences, the following general principles apply to group emails: 

  1. All group communications must represent a recognized entity at UNH, such as a college, department, committee, team, group or student organization. 

  2. All groups should have a mission and goals for the communications it sends to the audience it serves. 

Email content 

All group emails sent through these systems: 

  • Should adhere to the mission and the goals of the list they are being sent to 

  • Should have a ‘from’ line/signature of an individual or group here at UNH with a clear description of who that person/group is and how to contact them 

  • Should be optimized to be read on mobile devices and should be tested in mobile and desktop view before sent 

  • Cannot be used for sending confidential information that cannot be made public 

  • Cannot be used for personal or commercial purposes 

  • Must follow all USNH and UNH policies, including but not limited to: 

  • Copyright - Do not include items in email which you have not created or you do not have permission to share in this manner, such as images or text copied directly from a copyrighted source.  For more information on copyright issues, see resources provided by the UNH Library. 

  • Appropriate content - Threatening, harassing, or illegal content may not be emailed.   For more details on what is acceptable use of IT resources, see UNH's Policies on IT resources, especially the Acceptable Use Policy. 

  • Restricted or sensitive data - No restricted or sensitive class data as defined by the USNH Data Classification Policy should be included in any email 

  • ADA compliance 

  • Must include unsubscribe links when required for commercial purposes

Email audiences 

Everyone who is sent an email communication must either:

  • be a member of the group served by the list (i.e., an anthropology department list can email all anthropology students), or 

  • Have opted in to receive communications, or 

  • have expressed at least indirect interest in the topic (i.e. someone who signed up for a campus rec outing can receive emails from Campus Rec about other outings). 

Newsletters 

Newsletters are emails that: 

  • Are sent out on a periodic basis  

  • Typically contain short lead-in summaries for more than one article 

  • Contain links back to a website containing the full articles 

Guidelines 

  • It’s important to send newsletters on a consistent basis. Don’t start a newsletter unless you have the content and resources to maintain it.  

  • When possible, newsletters should use the UNH logo and color(s) to make it easy to identify.  

  • Newsletters should follow all the same guidelines regarding email principles, content and audiences. 

Support 

Training 

Responsibility for Content 

Unh.edu emails are sent by members of the University community acting as official representatives of the University of New Hampshire. Email tools may not be used for personal, confidential or commercial purposes. Editors are responsible for complying with all relevant laws, university policies and this standard. 

Violations 

UNH AT reserves the right to remove any content that it considers to violate this standard any other UNH policies. If inappropriate emails are sent, UNH AT will contact the administrator to discuss the issue. Unacceptable entries also may cause unh.edu email tool access to be suspended. Reports regarding inappropriate content may be sent to UNH AT.