How-To: Create Mailings
- Vince Pete Darcangelo
For new administrations, you will need to set up an email campaign for both students and instructors (but not if you’ve only added classes to existing administrations).
Always make sure that the dates at the top of the message are correct and update accordingly. This is the only place the dates appear and the only item that typically needs to be updated.
Set up “campaigns” from the administrator portal
Select the “Communication” > “Mailing Center” tile
Create a campaign
From the “Campaigns” tab, select “Create Campaigns”
For weekly administrations, only need to create one “Student” campaign and one “Faculty” campaign, each containing all of the relevant campuses.
For the final administrations (fall/spring), create versions of the student and faculty campaigns for each final session (Boulder and Denver usually run at different times).
Name the campaign and identify the audience
For student emails, name it “Student Session” plus the session number (e.g., Student Session 4)
session number should correspond with the administration number
under “Audience,” select “Student”
For faculty emails, name it “Faculty Session” plus the session number (e.g., Faculty Session 4)
session number should correspond with the administration number
under “Audience,” select “Instructor”
Under “Audience Filters,” select term and set rules
Term is just the current term (do not leave blank!)
DO NOT select “All students/instructors in the term”
Always select “Students/Instructors that meet the following conditions”
Rules for student campaign (Response Status and Administration Name)
Response Status: Either click “Incomplete Evaluations” shortcut or manually setup through the dropdown options: Response Status, Does Not Equal, Completed
Click “Add Rule”
Administration Name: From the dropdown options, select Administration Name, Equals, and select each campus session
Rules for instructor campaign (Administration Name)
Administration Name: From the dropdown options, select Administration Name, Equals, and select each campus session
Under “Content,” select “Template” to autofill fields and update the date
For students, select “Student” template
In “Message” field, scroll down to “Deadline” field and update with the administration’s closing date
For faculty, select “Faculty” template
In “Message” field, update with the administration’s closing date
Under “Delivery,” set dates and time
Weekly administrations (Monday - Friday)
Students: 11 a.m., Monday, Tuesday, Thursday, Friday
Faculty: 11 a.m., Monday, Wednesday, Friday
Final administrations (Monday - Tuesday)
Students: 11 a.m., Monday, Wednesday, Friday, Monday, Tuesday
Faculty: 11 a.m., Monday, Thursday, Monday, Tuesday
Click “Schedule”
When in doubt, refer to previous campaigns for formatting