University Communicators Guide

E-Newsletter Guide

University Communications, in collaboration with Advancement Services, can help you put together professional-quality enewsletters and eblasts to email to your external audiences using an email marketing system. 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 submit an eblast ticket.

If you would like to create an event registration form(opens in new window) connected with your eblast, contact Cody Johns in Advancement Services.

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?

Review our email marketing examples. We will work with you to select and customize an email template 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 through the eblast ticket.

For eblasts/invitations, attach images, text, and links directly to the eblast ticket. We will automatically pass the text content through the Campus Editing process before email design begins.

For enewsletters that will link to full-length articles, you will prepare all of the articles and submit them to Campus Editing prior to submitting an eblast ticket. You are responsible for uploading the edited full text newsletter articles to your website to create the “Read More” links for your enewsletter. In a separate document, write the teaser text that will appear in the newsletter along with the links to the full-length articles and submit that in your eblast ticket. This teaser text will automatically be passed to Campus Editing for review before email design begins.

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(opens in new window).

Contact Cody Johns regarding event registration forms if applicable. 

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

All content sent through our email marketing 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 teasers to correct grammar, spelling, and University style. It is your responsibility to make the corrections provided. For additional non-email content such as full newsletter articles, submit a Campus Editing ticket 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 an email 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 on one tab (the less foramtting, the better). We only need email addresses, but any additional information provided can be used in the eblast (merging contact details, etc.). Upload the list to the eblast ticket.  

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?

Submit an eblast ticket! If this is your first project with us, we will set up a meeting to grasp the scope of the project and look at email marketing examples. If you have additional questions, contact UA Eblast Services.

Request Email Services

Submit an eblast ticket to get started with your mailing.