In accordance with the guidelines of the UC Davis Mass Electronic Messaging Policy (310-18), campus units may request permission to send mass emails to UC Davis students.
- Plan your content
- Determine how you will send your communication.
- Request permission from your leadership using the Electronic Mass Communication Form.
- Send the completed Electronic Mass Communication Form and a copy of the final content to Letty Quintana in the Office of the Vice Chancellor for Student Affairs. To allow for adequate review and approval time, requests must be submitted at least two weeks prior to the proposed send date of the communication.
- Send your content.
How to Make a Data Request for a Mass Communication to Students:
Requests for data to send mass communications to students must be reviewed and approved by campus leadership based on your intended audience.
- Plan and request your mass communications during the quarter before you intend to send them.
- Complete the Electronic Mass Communication Form and submit your request to your department head. Include a copy of or link to your proposed content.
- Submit your data request through SISWEB. Once you have initiated the request, you will be asked to submit your signed form.
- In addition to the data request, you will still need to send the completed Electronic Mass Communication Form and a copy of the final content to Letty Quintana in the Office of the Vice Chancellor for Student Affairs. To allow for adequate review and approval time, requests must be submitted at least two weeks prior to the proposed send date of the communication.
About Mass Emails to Students:
Mass communications sent to UC Davis students and admits are governed by UC Davis Policy 310-18. 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.
For units within Undergraduate Education, 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 appropriate 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.