Mass e-mails are e-mail messages sent to more than 100 individuals. Mass e-mail messages can be sent out to the entire GW community or certain large subgroups. All mass e-mail recipients must have GWMail (@gwu.edu) addresses.
When should mass e-mails be used?
Mass e-mails should only be used to communicate University-sponsored activities, security alerts, policy changes, or information that benefits GW's business or academic mission. Mass e-mails should relay time-critical important University information and should be used sparingly. All mass e-mails will be sent as Normal unless designated as Emergency status.
How do I request a mass e-mail?
To request a mass e-mail, send an e-mail to isscomm@gwu.edu with the required information listed below. Mass e-mail messages will be processed as soon as possible, depending on staff availability and the GWMail system. All mass e-mails must be approved by a University Vice President or higher.
The GWMail Policy, including mass e-mail procedures, is available online.
Required Information for Mass E-mail Requests
- Name and full title of the approving Vice President or higher
- Audience to receive e-mail message
- University department sponsoring the message
- Subject line for e-mail
- Final approved e-mail message
- Date e-mail should be sent
All mass e-mail requests must be approved by a University Vice President or higher (listed below). A standard message will be placed at the bottom of each mass e-mail message that identifies the requesting department and the approving Vice President. ISS reserves the right to deny any request for a mass -email at the discretion of the Vice President and CIO.
Choose from the following:
- President of the University
- University Provost and Vice President for Health Affairs
- Executive Vice President and Treasurer
- Executive Vice President of Academic Affairs
- Senior Vice President for Student and Academic Support Services
- Vice President and General Counsel
- Vice President for Communications
- Vice President for Advancement
- Vice President for Government, International, and Corporate Affairs
- Vice President and Chief Information Officer
- Chief Human Resources Officer
All mass e-mail requests must specify an intended audience. All mass e-mail recipients must have GWMail (@gwu.edu) addresses; ISS cannot process mass e-mails to non-GW addresses or to GW systems other than GWMail, such as @gwumc.edu addresses.
E-mails can be sent to all GWMail accounts, or to one or several of the following groups: faculty, staff, and students. To target a mass e-mail to a specific group, such as seniors or residential students, you must provide a list of Personal Identification Masters (PIDMs) from the Banner system or NetIDs in an Microsoft Office Excel or Notepad document.
3. Sponsoring Department
Include the full name of the University department requesting and sponsoring the mass e-mail, i.e. Office of the Registrar.
4. Return Address
You may choose a GWMail address as a return e-mail address for responses to the mass e-mail. Please be aware that the return e-mail address will receive all returned e-mails, auto-responses, and other replies. When a return address is not chosen, the requesting department will not see or receive any responses or returned messages.
5. Subject Line
Provide a brief subject line for the mass e-mail. Do not use all capital letters for the subject.
6. E-mail Message
- Messages formatted in plain text are strongly encouraged. Because of the various ways the GW community can view e-mail messages, audience members may not be able to view an e-mail formatted in HTML.
- Attachments cannot be transmitted.
- The mass e-mail system formats in plain text only. No bold, italics, varying fonts or font sizes, or bulleted lists will work in the system.
- Symbols such as *** can be used to highlight important information, if necessary.
- Messages should be kept short and to the point, about 250 words.
- Always include contact information in the e-mail.
- All messages must be signed with the name of the department sending the e-mail, and preferably the name of the author.
- A standard message will be inserted at the bottom of each mass e-mail, which will read:
This message has been sent in accordance with The George Washington University mass e-mail provision of the GWMail Policy. This procedure is available online at http://my.gwu.edu/files/policies/GWMailPolicyFINAL.pdf for review. This message was requested by [insert name of requesting office] and was approved by [insert Vice President's title].
Include information on when the mass e-mail should be sent.