University Publication Guide

E-Newsletter Guide

Public Affairs and Publications, in collaboration with Advancement Services, can help you put together professional-quality enewsletters and eblasts to email to your external audiences using a service called iModules Encompass. You provide the content, and we will customize a template, generate a list of recipients (or upload yours), and send it out on your behalf.

To get started on an enewsletter or eblast, review the Frequently Asked Questions, and fill out our project request form.

If you would like to create an event registration form connected with your eblast fill out the event registration request form.

Please note that all communications sent using this process are vetted for accessibility and held to the same accessible technology standards adopted by the University. We will work with you to make sure your content meets the standards to be viewable and enjoyable by all readers. 

Frequently Asked Questions

What will my mailing look like?
What will I need to provide?
When do I have to send my content to Campus Editing?
How do I set up a mailing list?
How long does this whole process take?
How do I get started?

What will my mailing look like?

We will work with you to select and customize one of our eblast or enewsletter templates to match the design aesthetic of your organization.

What will I need to provide?

It is your responsibility to provide the text content, images, and links for the enewsletter/eblast to UA Eblast Services via the project request form.

For enewsletters, you will prepare all of the full-length articles and submit them to Campus Editing at campusediting@csuchico.edu early in the process. In a separate document, write the teaser text that will appear in the newsletter and submit to UA Eblast Services. You are responsible for uploading the edited full text newsletter articles to your website and providing the “Read More” links with the newsletter teaser text.

Newsletters and eblasts should be visual, so make sure to select clear, compelling images to accompany your text. Avoid blurry photos, large group photos that will appear too small in the design, and small file sizes. If you would like to use stock photos, there are many CSU, Chico photographs of campus, student life, and events available through Flickr galleries. This Flickr account allows the campus to view general imagery for noncommercial use. If you’d like to request photos be taken, review the process here.

Fill out the event registration request form if applicable. 

When do I have to send my content to Campus Editing?

All content sent through the iModules system is subject to the campus’ executive memorandum (EM 02-096) requiring review by the campus editor(s). We will automatically pass all content submitted to UA Eblast Services through the Campus Editing process. Editors will review your articles and teasers to correct grammar, spelling, and University style. It is your responsibility to make the corrections provided. For additional content such as full newsletter articles, please send directly to campusediting@csuchico.edu prior to submitting content to UA Eblast Services. Campus Editing process has a one-week turnaround.

How do I set up a mailing list?

If you are contacting alumni and friends of the University, coordinate with your college’s Advancement Director to determine your mailing list parameters and request the list be generated by Advancement Services. The request must be submitted through the Advancement Portal and indicate that the mailing list will be used for a iModules mailing project. This process can take several weeks, so you should begin the request as soon as you decide to do a mailing.

If you have an existing mailing list, it must be formatted in Excel with columns for First Name, Last Name, and Email Address, and provided to Advancement Services to upload into the Harris Connect system.  

How long will this whole process take?

Project timelines vary depending on the scope of the mailing, the speed of the content production, and approval within your area. However, you can usually estimate about a month from the initial meeting to the mailing date. In order to accommodate your date, you must allow at least two weeks, as content preparation and editing requires one week, and mailing assembly/approval requires one week.

How do I get started?

Contact UA Eblast Services at eblast@csuchico.edu. We will set up a meeting to grasp the scope of the project and look at design templates.