Broadcast Email Request

For ND Campus
(updated 7.22.08)

In order to maintain data integrity, respect the privacy of our alumni, parent and friend constituents and to continue to follow alumni relations best practices, the following process has been instituted regarding broadcast email for on-campus departments and organizations.

Broadcast emails to ND alumni, parents and friends must be sent through Irish Online, the online network of University Relations. Broadcast e-mail is defined as any message or group of messages intended to be communicated to an audience greater than 100 recipients. 

Please adhere to the following process.

If you have access to Irish Online Admin

  1. Log into Irish Online Admin and create the email using the Email tool. 
  2. Fill out and submit the Broadcast Email Request Form at least 10 business days before the target distribution date.
  3. The form will be sent to Mike Brach, Senior Director of Development; Amy Schell, the Web and Communications Administrator for Development; Robby Maher, the Web and Communications Administrator for the Alumni Association; Mike Atkins, the IT Support Engineer; Natasha DiPrima, Senior Director, Communications and Marketing for the Alumni Association; and Geoff Young, Marketing Director for the Alumni Association.
  4. Natasha, Geoff or Robby will review each request, and will send an email to the requestor confirming receipt of the request and indicating the planned distribution date for the broadcast email.
  5. Robby will pull the list from the database, or work with the Development Report Team to obtain the list. 
  6. Robby will send a test email to the requestor and Natasha/Geoff for approval.   
  7. Once the test/draft has been approved, Robby will disseminate the email to the requested distribution list on the specified date.
  8. Robby will send notification to the requestor stating the number of people who received the email.
    ** NOTE:  For requests made by Development Dept. staff, steps 4 - 8 will be handled by Amy Schell, instead of Robby Maher

If you do not have access to Irish Online Admin

  1. Fill out and submit the Broadcast Email Request Form at least 10 business days before the target distribution date.
  2. The form will be sent to Mike Brach, Senior Director of Development; Amy Schell, the Web and Communications Administrator for Development; Robby Maher, the Web and Communications Administrator for the Alumni Association; Mike Atkins, the IT Support Engineer; Natasha DiPrima, Senior Director, Communications and Marketing for the Alumni Association; and Geoff Young, Marketing Director for the Alumni Association.
  3. Natasha, Geoff or Robby will review each request, and will send an email to the requestor confirming receipt of the request and indicating the planned distribution date for the broadcast email.
  4. Robby will pull the list from the database, or work with the Development Report Team to obtain the list. 
  5. Robby will create the email and then send a test email to the requestor and Natasha/Geoff for approval.  
  6. Once the test/draft has been approved, Robby will disseminate the email to the requested distribution list on the specified date.
  7. Robby will send notification to the requestor stating the number of people who received the email.
    ** NOTE: For requests made by Development Dept. staff, steps 3 - 7 will be handled by Amy Schell, instead of Robby Maher

If you have questions about this process, please contact Natasha DiPrima or Geoff Young.


Tips on Creating Effective Emails

From and Subject Lines

  • From Line: tells the recipient who sent the email
  • Subject Line: A subject line should clearly state what your reader can expect from your email, what's in it for them or what you want them to do as a result of the email.
  • The general rule of thumb in email marketing is to keep your subject line to 50 characters or less, including spaces (approximately 8 words). Make sure the most important information is mentioned first so it doesn’t get cut off.
  • Avoid the following words in the subject line, as they tend to cause low open rates: help, percent off, and reminder
  • If your "from" line lists your department name, you don't have to repeat it in the subject line, which frees up space in the subject line. But do consider branding your subject line with the name of the newsletter, for example, so that it will stand out in the junk folder and your recipients’ overflowing inboxes.
  • Also, be sure to include “Notre Dame” somewhere in either your from line or subject line
  • Research shows readers often look at the "From" line first when deciding whether to open an email and then the subject line.

Email Text

  • In accordance with Federal Trade Commission Spam regulations, each email will automatically have an opt-out option (Unsubscribe from this email)
  • The stated purpose of the e-mail should be included in the first few lines of the e-mail
  • The email cannot contain an attachment. In a world of heightened concern about computer security, people tend to refrain from opening attachments from people they do not know. It is better to insert a link in a broadcast e-mail in place of an attachment. Links connect to a webpage featuring the information that would have been in the attachment. An alternative is to link to a webpage that has an attachment.    
  • Avoid long paragraphs of text. Instead, kept each paragraph to two to three sentences maximum. 
  • Use bullet points where possible