Internal Email Message Categories

The University of San Francisco sends out emails to students, faculty and staff through two different email marketing systems, USFconnect and iModules email marketing. "Required" messages go out through USFconnect emails and "voluntary" messages are to be sent out through iModules email marketing. 

Community-Wide »
Leadership Messages »
Student Specific »
Faculty/Staff Specific »
Events »

Which system to use depends on the type of message you need to send. The taxonomy of message categories below is based on a content analysis of USFconnect announcements, university priorities, and survey responses from USF students, faculty, and staff. Please see the descriptions of the different email message categories to help you decide through which email marketing system to send your message, and what to consider when communicating your message. If you have any questions, please contact the Office of E-Communications at ecommunications@usfca.edu

Community-Wide

Emergency

To communicate an emergency as efficiently and quickly as possible.
Main Sender: Public Safety, Public Affairs
Send through: USFconnect email
Target: Students, Faculty, Staff
Instructions: USF-wide by default.
Other channels: USFconnect Announcement, Digital Signage, Social Media

Safety Bulletin

To increase awareness of safety issues on and around a USF campus.
Main Sender: Public Safety, Public Affairs
Send through: USFconnect email
Target: Students, Faculty, Staff
Instructions: Consider targeting to include only those present at the affected campus location.
Other channels: USF Website, USFconnect Announcement, Social Media

Facilities Updates

Need-to-know notices of construction/closures that impact the USF community, or a specific USF campus.
Main Sender: Facilities Management
Send through: USFconnect email
Target: Students, Faculty, Staff
Instructions: Target only those audiences who are active on the affected campus or location.
Other channels: USF Website, USFconnect Announcement, Social Media, Flyer/Poster

Technology Systems

Updates, downtime, and scheduled interruptions of systems that affect the USF community.
Main Sender: ITS
Send through: USFconnect email
Target: Students, Faculty, Staff
Instructions: Target only those affected by technology update.
Other channels: USFconnect Announcement, Social Media, USF Website

Graduation

Messages about graduation.
Main Sender:University Registrar, Financial Services, Law Registrar, Admissions and Enrollment
Send through: USFconnect email
Target: Students, Faculty, Staff
Instructions: Depending on the message, consider targeting by class year, class, campus location, and school/college.
Other channels: USF Website, USFconnect Announcement, Social Media

Office Closures

Notifications to help avoid the frustration of unexpected office closures.
Main Sender:School/college, administrative units
Send through: iModules email marketing
Target: Students, Faculty, Staff
Instructions: Target only those affected by the office closure.
Other channels: USF Website, USFconnect Announcement, Social Media

Parking Lot Closures

Notifications of limited parking and other parking availability changes.
Main Sender: Public Safety, Facilities Management
Send through: iModules email marketing
Target: Students, Faculty, Staff who are driving to campus
Instructions: Select the email category "Parking Lot Information" in iModules Email Marketing and if possible, target only those affected by parking lot closures (e.g., exclude branch campuses from message about SF main campus parking lot closures).
Other channels: USFconnect Announcement, Poster

Leadership Messages

Campus Community Updates

Significant messages from the president, vice presidents, or deans. Announcements of campus- or university-wide concern.
Main Sender: USF Leadership Team
Send through: USFconnect email
Target: Students, Faculty, Staff
Instructions: Send only when a message to all audiences is needed to disseminate correct information.
Other channels: USFconnect Announcement, Social Media, USF Website, Digital Signage

Convocation and Town Hall Information

Invitations to open meetings about issues of campus- or university-wide concern.
Main Sender: USF Leadership Team
Send through: USFconnect email
Target: Faculty, Staff
Instructions: Make sure to include only relevant target groups. Exclude branch campuses if the town hall meeting only concerns the main San Francisco campus. Send to students as voluntary message through iModules Email Marketing.
Other channels: USFconnect Announcement, Social Media, USF Website, Digital Signage

Leadership Team/Unit Changes

Changes in leadership of USF unit, creation of new unit, changes in the organization of a USF unit.
Main Sender: Leadership Team
Send through: USFconnect email
Target: Students, Faculty, Staff
Instructions: Only target student populations if the leadership change directly affects them. Consider targeting by affected USF unit. For example, a leadership update in the School of Education should be communicated to all Students, Faculty, and Staff in the School of Education and could be relevant for all USF Faculty and Staff, but should not be communicated to students in the other schools/colleges.
Other channels: USFconnect Announcement, Social Media, USF Website

Message from the President

Updates deemed by the President to be relevant to the USF community.
Main Sender: The President's Office
Send through: USFconnect email
Target: Students, Faculty, Staff
Instructions: University-wide by default.
Other channels: USFconnect Announcement, Social Media, USF Website, Digital Signage

Message from the Provost

Updates deemed by the Provost to be relevant to the USF community.
Main Sender: The Provost's Office
Send through: USFconnect email
Target: Students, Faculty, Staff
Instructions: USF-wide by default.
Other channels: USFconnect Announcement, Social Media, USF Website, Digital Signage

Student Specific

Academic Requirements

Information that students need to find, register for, and attend USF courses and programs.
Main Sender: School/College, Registrar, Admissions, Orientation
Send through: USFconnect email
Target: Students
Instructions: Target only those students applicable to the requirements. If only undergrad, exclude Law School and all Graduate programs. If only SF main campus, exclude students at branch campuses.
Other channels: USF Website

Billing/Tuition

Information, changes, reminders for billing related to tuition.
Main Sender: Enrollment, Financial Services
Send through: USFconnect email
Target: Students
Instructions: Target only applicable students. Exclude Graduates if the information is only applicable to Undergraduates. Exclude branch campuses if the information is only applicable to SF main campus.
Other channels: USF Website

Financial Aid

Instructions for Financial Aid.
Main Sender: Admission and Enrollment, Financial Services
Send through: USFconnect email
Target: Students
Instructions: Target only eligible students.
Other channels: USF Website, USFconnect Announcement

Health Requirements

Need-to-know information relating to student health.
Main Sender: Health Promotion Services
Send through: USFconnect email
Target: Students
Instructions: Target only affected students. Consider targeting by class year, campus.
Other channels: USFconnect Announcement, Social Media

Student Leadership Opportunities

Updates about opportunities for students to engage in student organizations and clubs.
Main Sender: Student Leadership and Engagement
Send through: iModules email marketing
Target: Students
Instructions: Select "Student Leadership Opportunities" category in iModules Email Marketing. Target only affected students. Consider targeting by class year, campus, major, program.
Other channels: USFconnect Announcement, Social Media, USF Website, Digital Signage, Flyer/Poster, Student Media (Foghorn/USFtv/Phoenix)

Registration Requirements

Information needed to register.
Main Sender: University Registrar, Law Registrar
Send through: USFconnect email
Target: Students
Instructions: Target only affected students. Consider targeting by class year, campus, major, program.
Other channels: USF Website

Scholarship Opportunities

Information needed to be aware of, and apply for, scholarships.
Main Sender: Admission and Enrollment, Financial Services, Law Admission
Send through: USFconnect email
Target: Students
Instructions: Target only affected students. Consider targeting by class year, campus, major, program.
Other channels: USF Website, Social Media

Jobs/Career/Networking Opportunities

Information related to career opportunities.
Main Sender: Career Center
Send through: iModules email marketing
Target: Students
Instructions: Select "Jobs/Career Opportunities" category in iModules Email Marketing. Consider e-newsletter format.
Other channels: USF Website, Social Media, Digital Signage, Flyer/Poster, Student Media (Foghorn/USFtv/Phoenix)

Student Senate

Updates from the Student Senate.
Main Sender: Student Senate
Send through: iModules email marketing
Target: Students
Instructions: Select "Student Senate" category in iModules Email Marketing.
Other channels: USF Website, USFconnect Announcement, Social Media, Flyer/Poster, Digital Signage, Student Media (Foghorn/USFtv/Phoenix)

Foghorn/USFtv Content

Content from student media.
Main Sender: Foghorn, USFtv
Send through: iModules email marketing
Target: Students, Faculty, Staff
Instructions: Select "Foghorn/USFtv" category in iModules Email Marketing. Consider e-newsletter format.
Other channels: Student Media, Digital Signage, Social Media

Faculty/Staff Specific

Employment/Benefits/Salary Information

What employees need to know about their employment.
Main Sender: Human Resources
Send through: USFconnect email
Target: Faculty, Staff
Instructions: Target only applicable faculty/staff. If only full-time faculty is concerned, exclude part-time faculty. Consider an e-newsletter format for less time-sensitive matters.
Other channels: USF Website, USFconnect Announcement

USF Policy Updates

Announcements of new policy or changes to existing policy.
Main Sender:Leadership Team
Send through: USFconnect email
Target:Faculty, Staff
Instructions: Target only those affected by the policy update.
Other channels: USF Website, USFconnect Announcement

Finance Counselor

Upcoming dates for finance counseling on campus.
Main Sender: Human Resources
Send through: iModules email marketing
Target: Faculty, Staff
Instructions: Select "Finance counselor" category in iModules Email Marketing. Consider (including in) e-newsletter format.
Other channels: USF Website

Grant/Award Opportunities

Upcoming deadlines for grants and awards.
Main Sender: Office of Contracts and Grants
Send through: iModules email marketing
Target: Faculty, Staff
Instructions: Select the email category "Grants/Awards" in iModules Email Marketing. Consider targeting specifically to Faculty, when applicable. Consider e-newsletter format.
Other channels: USF Website, Social Media

Grant/Award Achievements

Announcements of grants and awards won by USF students, Faculty, or employees, or other achievements.
Main Sender: School/college, Provost's Office, Student Life
Send through: iModules email marketing
Target: Faculty, Staff
Instructions: Select the email category "Faculty and Student Achievements" in iModules Email Marketing. Consider e-newsletter format.
Other channels: USF Website, Social Media

Health Initiatives

Messages to help manage and improve employee's health.
Main Sender: Human Resources, Koret
Send through: iModules email marketing
Target: Faculty, Staff
Instructions: Select "Health Initiatives" category in iModules. Consider (including in) e-newsletter format.
Other channels: USF Website, Social Media

Technology/Professional Training

Upcoming training opportunities for USF employees.
Main Sender: CIT, Human Resources
Send through: iModules email marketing
Target: Faculty, Staff
Instructions: Select "Technology/Professional Training" category in iModules Email Marketing. Consider (including in) e-newsletter format.
Other channels: USF Website, USFconnect Announcement, Social Media, Poster/Flyer

Events

Athletic Updates

Updates, promotions, and events from San Francisco Athletics.
Main Sender: Athletics
Send through: iModules email marketing
Target: Students, Faculty, Staff
Instructions: Select "Athletics and Sports" category in iModules Email Marketing. Consider (including in) e-newsletter format.
Other channels: USF Calendar, USF Website, Digital Signage, Social Media, Poster/Flyer, Student Media (Foghorn/USFtv/Phoenix)

Information Sessions/Fairs

Invitations to sessions or fairs.
Main Sender: Human Resources, Student Life
Send through: iModules email marketing
Target: Students, Faculty, Staff
Instructions: Select "Information sessions/fairs" category in iModules Email Marketing.
Other channels: USF Calendar, USF Website, Digital Signage, USFconnect Announcement, Social Media, Poster/Flyer, Student Media (Foghorn/USFtv/Phoenix)

Public Lectures/Seminars

Upcoming USF lectures/seminars open to a wider (USF) audience
Main Sender: Misc.
Send through: iModules email marketing
Target: Students, Faculty, Staff
Instructions: Select "Lectures and Seminars" category in iModules Email Marketing. Consider e-newsletter format.
Other channels: USF Calendar, USF Website, Digital Signage, USFconnect Announcement, Social Media, Poster/Flyer, Student Media (Foghorn/USFtv/Phoenix)

Student Organization/Club Events

Upcoming events organized by student clubs, organizations
Main Sender: Student clubs and organizations
Send through: iModules email marketing
Target: Students
Instructions: Select "Student Org/Club Events" category in iModules Email Marketing. Consider e-newsletter format.
Other channels: USF Calendar, USF Website, Digital Signage, Social Media, Poster/Flyer, Student Media (Foghorn/USFtv/Phoenix)

Is your message category missing? Let us know at ecommunications@usfca.edu