InfoMail & Mass Email

 

illustration of paper coming out of an envelope

 

Our team can support you in sending an InfoMail, GW’s mass email service, when you need to communicate mission-critical information to a large audience. Whether you need to send information to the entire university community or something more specific to a smaller part of it, InfoMail is the tool to help you do so. GW’s InfoMail system uses a tool called Emma and a series of email lists to effectively communicate messaging to university students, faculty and/or staff with Vice President or designated proxy approval.

You can also provide us with a customized email list if you want to target a specific subset of the community. Additionally, Emma provides in-depth email analytics to help us assess the effectiveness of your emails and provide feedback for future communications. You can learn the best time to send your email, which audiences are most receptive to email messaging and more.

InfoMail is used to communicate mission-critical information such as safety & security updates, compliance information and messages from university leadership. We don’t use InfoMail to send interdepartmental news or messaging to small subsets of the university. We also don’t send InfoMails about specific events. But don’t worry, the University Calendar is a solution for that.

Please be advised: We need at least a week’s notice between when an InfoMail is requested and its desired send date.

 

 


InfoMail Best Practices 

  • Submit your InfoMail request with at least a week’s notice before its desired send date.
  • InfoMail text should be no longer than 250 words. You should include only your most important information in the InfoMail and link to a webpage with extended text, if necessary.
  • All links should be inline (embedded in text) rather than a full URL placed in the body of the mailing, as this provides a better user experience and makes your message more readable.
  • GW provides InfoMail header and footer images, but you may choose to supply your own. For personalized header and footer images, please submit a project request to MCS. You may also supply your own header and footer images, provided they conform to university visual identity standards and are 640 pixels wide by 150 pixels tall. Images embedded in the body of an InfoMail should also adhere to university standards and should be no larger than 200 pixels wide by 200 pixels tall.
  • InfoMail text should be uploaded to the request form as a Microsoft Word document.
  • Use short and engaging subject lines; try for descriptive text in fewer than 50 characters.
  • Include the most important information at the top of the InfoMail.
  • Send only to the targeted group that needs the information.
  • Do not link words such as “click here” or “read more.”

 


InfoMail Process 

  1. Submit an InfoMail Request at least one week before your desired distribution date. Text should be in its final, completed version.
  2. We create an HTML version and send it back to you.
  3. You review the HTML version and inform us of any edits.
  4. We incorporate edits (if applicable) and return to you.
  5. You forward on to your department’s InfoMail approver.
  6. You forward the approving email to us.
  7. We send the InfoMail on the requested distribution date.
     

InfoMails in their final HTML format must receive approval from one of the Vice Presidents or designated proxies. The InfoMail requestor must receive an emailed approval of the final HTML InfoMail from the appropriate Approver. This approval email must be forwarded to the MCS digital content strategist working on the InfoMail.

 

Name  Proxy Of Division
President Thomas LeBlanc   President's Office

  Aristide J. Collins Jr.

President LeBlanc President's Office
  Betty Freyre President's Office President's Office

Provost M. Brian Blake

  Provost & Academic Affairs
  Lynsay Belshe Provost Maltzman Provost & Academic Affairs
Dr. Robert Miller
 
  Research

Cissy Petty

  Division of Student Affairs
  Jay Jones Cissy Petty Division of Student Affairs

Scott Burnotes

  Division of Safety & Security
  Kathleen Fox Scott Burnotes Division of Safety & Security

Dale McLeod

  Human Resources

Mark Diaz

  Executive Vice President and CFO
  Alicia Knight Mark Diaz Executive Vice President and CFO
  Erin Summers Mark Diaz Executive Vice President and CFO

Donna Arbide

  Development & Alumni Relations
  Matt Lindsay Donna Arbide Development & Alumni Relations

Beth Nolan

  General Counsel
  Charles Barber Beth Nolan General Counsel

Loretta Early

  Division of Information Technology

Lorraine Voles

  External Relations
  Sarah Gegenheimer Baldassaro Lorraine Voles External Relations

 


Creating Your Own Email Newsletter

As of July 2017, Emma is the central mass email tool used at GW. Emma is replacing the previous system, WhatCounts Publicaster, and offers a modern interface with a range of features including:

  • Easy drag and drop layouts
  • A/B testing to evaluate which emails are most effective
  • A mobile app to monitor live metrics,
  • An image library for quick access to graphics.
  • Out-of-the-box GW-themed templates

Emma is provided and provisioned by the Division of IT and can be made available to schools or departments by filling out this mass email request form. If you're interested in a custom mass email template, submit a design request to Marketing & Creative Services. In addition to the online training materials provided by the vendor, we provide periodic classroom trainings on Emma, and you can drop by office hours anytime with questions.