Sending Massmails / DDDH
There are multiple campus-wide email options for publishing events or news at UIC. Massmails and DDDH e-mails are described below. OFFICIAL e-mails 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 and are distributed as a daily digest to subscribers.
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).
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.
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. Each massmail will now further be labeled in the subject as “AD” if it promotes the sale of a product or service or an event that does so; or as “INFO” if it announces a lecture, workshop, civic event, campus initiative, award, or research. Users may set their e-mail clients to filter messages by these subject headings or by specific content in the subject or body of the message. Instructions are also provided at the bottom of each massmail to opt out of receiving all massmails.
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.
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:
- HTML files only. No html files created in MS Word or converted from an email. We cannot design your emails for you.
- In addition to the HTML, the message must include a plain text version that 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 file attachments. To use images in your message, the image files must include ALT attributes and be hosted externally.
- HTML files containing only images and no informative text will be rejected.
- Content must be accessible to screen readers.
- Must 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.” For more information on accessible HTML, please visit Web Accessibility at UIC.
- 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.
- 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)
Administration-related messages can be sent to Deans, Directors, and Department heads (DDDH) for $35. These messages are sent in an html template with a special DDDH masthead.
Other publicity options are described on the Communicating on Campus page.