Sending Massmails / DDDH

There are multiple campus-wide email options for publishing events or news at UIC. Massmails and DDDH emails are described below. OFFICIAL emails are sent from administrative offices such as the University President, Chancellor, Provost or other Vice Chancellors or Vice President for Health Affairs. The UIC Calendar of Events also allows for the posting of both events and classified ads which are distributed as a daily digest email to subscribers.

 

Massmail/DDDH request form

 

Massmails

Massmails can be sent by any UIC e-mail user for a fee. They are restricted to events on campus or sponsored by campus units and subject to the following guidelines:

All massmail notices, whether from campus units or registered student organizations, must comply with University Policy for Publishing on the Internet; with the federal CAN-SPAM Act of 2003; and with the State Officials and Employees Ethics Act of the Illinois Compiled Statutes, particularly the sections relating to prohibited political activities (5 ILCS 430/5-15) and public service announcements and other promotional material (5 ILCS 430/5-20).

All massmails are marked “ADVERTISEMENT” in accordance with the CAN-SPAM Act. Any massmail that meets the Act’s definition of a commercial message must be related to University business.

Notices seeking volunteers for research studies must comply with federal guidelines and IRB-approved protocols for participant recruitment and are the sole responsibility of the investigator.

Massmails are delivered overnight during the regular work week. They cannot be requested for Sunday or Monday. To ensure timely delivery, submit massmail requests by noon one-and-a-half business days prior to the desired delivery date. Due to heavy volume, please do not submit more than three days prior to desired date of receipt. For repeat massmails, please re-submit at the appropriate time in a separate request.

Massmails can be sent as plain text only or as html plus plain text. Please follow directions for the type of message you wish to send. Note that fees differ.

Plain Text only

Plain text is a format that all e-mail applications support. Plain text does not support bold, italic, colored fonts, or other text formatting. It also does not support pictures displayed directly in the message body. If promoting a web site, be sure to include the entire web address, including the http://

If your message links to a PDF file, the PDF should be created in an accessible manner and be noted as an accessible PDF file. Accessible PDF files allow people with disabilities to access the file information with their assistive technology. For information or training on creating accessible PDF files, contact Kevin Price at the Disability Resource Center at 312-413-0886. Online resources include: Creating Accessible PDF Documents with Adobe Acrobat 7.0 and PDF Accessibility: Defining Acrobat PDF Accessibility.

HTML plus Plain Text

The News Bureau, in accordance with UIC policy, requires that electronic communication, including e-mails, is accessible. To send an HTML e-mail, you must follow these requirements:

  • In addition to the HTML, the message must include a plain text version which includes all information contained in the html version, including full descriptions for graphs, diagrams, and other meaningful images.
    The requesting department must supply both the HTML file and a plain text version with the request.
  • The HTML e-mail cannot include attachments or images, only styled content. To use images in your message, the image files must include alt tags and be hosted externally.
  • We also require a link to an accessible Web version of the e-mail in the first line of the e-mail body. We recommend “Having trouble viewing this e-mail? View in Web Browser” or “View this e-mail online.”
  • If your message links to a PDF file, the PDF should be created in an accessible manner and be noted as an accessible PDF file. Accessible PDF files allow people with disabilities to access the file information with their assistive technology. For information or training on creating accessible PDF files, contact Kevin Price at the Disability Resource Center at 312-413-0886. Online resources include: Creating Accessible PDF Documents with Adobe Acrobat 7.0 and PDF Accessibility: Defining Acrobat PDF Accessibility.

Requests for HTML e-mails that don’t meet these requirements may significantly delay distribution of your message. For more information on accessible HTML, please visit the Web Accessibility at UIC site.

Fees:

  • Plain text only
    $125 to students
    $125 to faculty and/or staff
    $250 to students PLUS faculty and/or staff
  • HTML plus plain text
    $150 to students
    $150 to faculty and/or staff
    $300 to students PLUS faculty and/or staff

Payment forms accepted: CFOAP (campus units), Check (UIC student groups only)

DDDH

Messages can be sent to Deans, Directors, and Department heads (DDDH) for $35.

 


 

To stop receiving massmail — Instructions are given at the bottom of each Massmail, or set your email options online.

Other publicity options are described on the Communicating on Campus page.