Sending Emails
Alumni or Donor Emails
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:
- Please email Crystal Maldonado at crystalmaldo [at] umass [dot] edu (crystalmaldo[at]umass[dot]edu) at least 2-3 weeks prior to your targeted send date. Include as many details as possible:
- Email topic
- Send date
- Intended audience (for example: Classics alumni)
- Subject line
- Draft text for email message
- Sender of email and reply address
- Images (optional)
- Crystal Maldonado will submit a project request with the UMass Amherst Foundation, and that team will be in touch.
- Working with the UMass Amherst Foundation, Crystal Maldonado will build your email.
- Review any test emails in a timely manner.
- Once approved by UMAF, they will send your email on your requested date.
Helpful Links
Parent and Family Emails
All emails to parents and families are managed through the Office of Parent 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.
To make your email or project request, fill out this form.
Students, Staff, and/or Faculty Emails
Campus-wide broadcast emails can not be sent by HFA. However, we can email HFA students, staff, or faculty through one of the three ways listed below.
Option One: Submit a Request with University Relations
Best option for: Users who only plan to rarely send emails (such as once per semester)
Mass messages sent within a school, college, or unit must be approved by the top of the hierarchy (such as a dean for a specific school or college, or their proxy) and should be sent from an appropriate mass communications platform.
If your message meets these criteria, the University Relations team can send a message on your behalf. Follow the checklist and email commsupport [at] umass [dot] edu (commsupport[at]umass[dot]edu) for assistance.
Option Two: Submit a Request to the HFA Communications Team
Best option for: Users who only plan to send occasional emails (such as twice per semester)
Need to email a specific audience within HFA—such as undergraduate students, graduate students, staff, faculty, or the whole college? Please email Crystal Maldonado at crystalmaldo [at] umass [dot] edu (crystalmaldo[at]umass[dot]edu) at least two weeks before your desired send date. Be sure to include information regarding:
- Purpose of the email
- Target send date
- Target audience (for example: grad students or all students in the Classics Department)
- Text/images to include in the message
- Sender information
Option Three: Create an Account through MarketingCloud
Best option for: Users who plan to send frequent emails (such as weekly or monthly)
If you plan to send regular emails from your department or unit, you must create an account through MarketingCloud so you can manage your emails. HFA users who are currently using Emma can continue to do so unless otherwise noted.
To get yourself set up with an account and with the proper training, fill out this form or email commsupport [at] umass [dot] edu (commsupport[at]umass[dot]edu).
Helpful Links
- Brand Guidelines
- Mass Email Guidelines
- Email Request Form (for University Relations)