Sending Emails

Mass email communications are now exclusively handed via two instances of Salesforce Marketing Cloud, depending on target audience. Emails to alumni and donors are managed through the UMass Amherst Foundation (UMAF), while communications to all other audiences are managed by University Relations. Please read the below carefully for requirements.

All fundraising emails, as well as emails intended for alumni, donors, and friends of the university, must be sent through the UMass Amherst Foundation (UMAF) by submitting a project request form. Please allow a minimum of 10 business days for your request to be reviewed, approved, and processed. 

UMAF uses a distinct Salesforce Marketing Cloud (MC) instance to manage its constituent groups. Other email broadcast systems do not honor these constituent opt-out preferences and should not be used. Exceptions may include campus ticketing systems with an approved business need.

To request an email: 

  1. Please submit a project request with the UMass Amherst Foundation at least 2-3 weeks prior to your targeted send date. Include as many details as possible:
    1. Email topic
    2. Send date
    3. Intended audience (for example: Classics alumni)
    4. Subject line
    5. Draft text for email message
    6. Sender of email and reply address
    7. Images (optional)
  2. The UMass Amherst Foundation email team can build your email.
  3. Review any test emails in a timely manner.
  4. Once approved by UMAF, they will send your email on your requested date.

More Information

All emails to parents and families must be requested in advance through the Office of Parent and Family Services. They are able to promote programs, resources, and opportunities on your behalf by posting on their website, sharing on their Facebook page or in the Parent and Family newsletter, and sending an email. If you would like to request help with drafting an email to be reviewed by Parent and Family services, please fill out our Website and Communications Request Form and select "Mass Email Communication" as your request type.

Campus-wide broadcast emails cannot be sent by the HFA Communications Team. However, each department/office within HFA can email their students, staff, or faculty through one of the ways listed below. 

Option One: Submit a Request with University Relations

Best option for: Users who plan to send sporadic emails (such as once per semester or fewer)

Mass messages sent within a school, college, or unit must be approved by the top of the hierarchy (such as a dean or a department chair) and should be sent from Marketing Cloud. 

If your message meets these criteria, the University Relations team can send a message on your behalf. Follow the checklist and email commsupport@umass.edu for assistance.

Option Two: Create an Account through Marketing Cloud

Best option for: Users who plan to send frequent emails (such as weekly or monthly)

If you plan to send regular emails—such as event announcements and newsletters—from your department or unit, you must create an account through Marketing Cloud by working with University Relations. To sign up for training and an account, email commsupport@umass.edu or visit the Marketing Cloud page on the UMass IT website.

Option Three: Request assistance from the Communications Team

Best option for: Users who plan to send sporadic emails (such as once per semester or fewer)

The Dean's office can provide limited support for Marketing Cloud emails on a case-by-case basis provided your department/organization is listed within the HFA Business Unit. Please make a request through the HFA Website and Communications Request Form, or email commsupport@umass.edu for further information.