Do you have a message you would like to communicate to a specific group of university faculty, staff or students? The Targeted Email or Data Service provides a service request form updated in August 2020 with an efficient process for managing your request. Review carefully the following guidelines and requirements and then simply select the "Request Targeted Communication or Population Data File" link under "Are You Ready to Submit a Request?" at the bottom of the page.
Here are some of the form features:
- Visually-appealing layout.
- Predefined target populations in a dropdown for easy selection. Selecting "Custom" from the dropdown provides the "look and feel" of the previous request form.
- Email Builder Tool allows you to compose your email, send test email messages to yourself and others, and actually see how your email will appear on the page to your intended recipients.
- Set the date/time in the scheduler window for when you want the targeted email sent (following any required approvals).
Using the Targeted Email and Data Service
Any requested targeted email or data set must be intended for U-M faculty, staff and/or students and is for official university business only. Where the requested audience population includes faculty additional approvals may be required. Please allow a minimum of five (5) days to complete your request.
For general questions or assistance:
- Where the request involves faculty and staff, contact HR Information Services at email@example.com.
- Where the request involves students, contact the Registrar's Office at firstname.lastname@example.org.
- Where the request is urgent, contact ITS at email@example.com or call 734-764-4357.
Guidelines and Requirements
Please review the guidelines and additional requirements carefully.
- Use and handling of the data must comply with the university's Proper Use Policy and standards imposed by Unviersity Human Resources (UHR) or the Registrar’s Office (RO). Also refer to the Standard Practice Guide, 601.12 Institutional Data Resource Management Policy. Note: A home address is considered "Personally Identifiable Information" or PII and will not be released. Refer to the University’s Sensitive Data Guide for more information.
- Data files are approved for one-time use only and are not to be stored, shared, or reused.
Message Content and Formatting
- Information in the email message must be time-critical.
- Message text must be clear, brief, and to the point. If you wish to convey more information, consider referring recipients to another source, such as a web page, for the details.
- To send a message with formatted text and or images, you must either use the built-in tool, or else provide your own HTML code. Images may not be embedded in the message; if you wish images to appear in your email, then they must be external image files that are linked in the message. Please note: HTML coding/formatting assistance is not available.
- Message text should include contact information (email or phone) to which further inquiries may be directed.
- Messages should be generally relevant and meaningful to the work or work-life of the target population.
- Messages should be written and formatted in a way that supports accessibility and avoids looking like phishing.
- Targeted email is not to be used for advertising. If the goal of your message is to publicize an event or service, consider advertising in the University Record. The Record, sent to all active faculty and staff, is published weekly in print and daily electronically during each major academic term. Visit the University Record’s advertising page for more information.
- Attachments may not be sent with a targeted email; consider using web links within the email for sharing files or information.
Targeting Specific Populations
- When trying to target a very specific population, refer to two UHR resources for clarification:
- When using targeted email for research recruitment or survey response, IRB review/approval is required along with the following:
- Attach a PDF of the IRB application and the IRB Approval or Exemption of the application
- Institutional Review Board documentation showing approval and IRB-approved detail as provided in Section 08-1 Subject Recruitment and 09 Survey Populations from the application. When applicable, it should include information about identifying characteristics, such as:
- Age range
- Policy for Research with Human Participants SPG 303.05
- Research protocols must outline how subjects will be recruited
- Visit Research Ethics and Compliance
- When a survey link will be used in your targeted email, attach a PDF of your intended survey to your request for content review.
Attaching Multiple Files
When providing multiple distribution lists or other multiple files they must be compressed into a single zip file.
To create a zip file, put all of the files into a single folder, and then:
If on Windows:
- Right click the folder
- Hover over "Send to" until more options appear
- Select "Compressed (zipped) folder"
If on a Mac:
- Right click the folder
- Select "Compress"
How Does the Approval Process Work?
All requests for targeted email or a data file must be approved by the proper authorities.
- Student Population: If you specify a target population that includes U-M students (including any population list that you provide yourself), then your request will be routed to the Registrar’s Office (RO) for approval.
- Faculty/Staff population: If you specify a target population that includes U-M faculty or staff, then your request will be routed to University Human Resources (UHR) for approval.
- Combined student, faculty/staff populations. If you specify a target population that includes a combination of U-M students, faculty and staff, then the approval request will split — one approval request routing to University Human Resources and the other to the Registrar's Office for separate approvals.
Are You Ready to Submit a Request?
Do you have your draft email content? Have you read through the guidelines and requirements? If your request is related to research, do you have the PDF of IRB approvals and target audience?
If yes, then you’re ready to begin — Request Targeted Communication or Population Data Files.