Mass Communication Outreach to Students

In accordance with the guidelines of the UC Davis Mass Electronic Messaging Policy (310-18), campus units may request permission from the Vice Chancellor for Student Affairs (VCSA) to send mass emails to UC Davis students. Here are some of the key steps.

Step 1: Plan your content

• Plan your content and your target send date.
• In your overall project timeline, make sure to account for the time it takes for the Electronic Mass Communication Form approval, any data requests you may need, and what it takes to format and send your message in your chosen message platform.
• Note that the Electronic Mass Communication Form requires you to submit a draft of your message.

Step 2: Request Approval from Student Affairs

• Request permission from your leadership using the Electronic Mass Communication Form via Smartsheet. The form will route for approval electronically to your department head and dean/associate vice chancellor. Final review and approval is with the Vice Chancellor for Student Affairs (VCSA) according to policy.
• The minimum amount of time required for VCSA approval of the mass communications form is two weeks. Please make sure to account for this lead time in conjunction with the time it will take your leadership to approve the form and if you also need to submit a data request.
• The VCSA approval email is sent from Smartsheet to the form requestor.
• If you have any questions about the Vice Chancellor for Student Affairs portion of the approval, email Student Affairs.

Step 3: Gather or Request Your Data

• If you already have your student email distribution list, you can send your message once your request has been approved.
• If you need to request the student email addresses, submit your data request to Student Information System at least one week in advance of your proposed send date.
• Once you have initiated the request, you will be required to submit a copy of the VCSA Electronic Mass Communication approval email to confirm you are authorized to send a mass email to students. Student Information System is not a part of Student Affairs, contact SIS Data Requests for additional information about their service/process.

Step 4:  Send

After you have a completed and VCSA approved Electronic Mass Communication Form, you can send your message:

• Some units pay to use email communication platform, such as Emma or Constant Contact.
• If you want to use campus Bulk Mail, review the requirements to send a bulk mail message and submit the Bulk Mail Request Form. It is free, but has limited design capabilities. Once you have initiated the request, you will be required to provide a copy of the VCSA Electronic Mass Communication approval email to confirm you are authorized to send a mass email to students. Bulk Mail is not a part of Student Affairs, contact Bulk Mail for additional information about their service/process.