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Getting Started

• (1) Contact Marketing and Communications to discuss your email marketing needs.

  Be prepared to answer the following questions:

  • What is the purpose of this eCommunication?
  • Who are the intended recipients?
  • How did you obtain this list of recipients? (Purchased lists are not allowed.)
  • How many email addresses are on the list?
  • How much growth to this list do you expect over the next year?
• (2) After approval, a sub-account will be set up in Emma.

  Please provide the following information:

  • Department Name
  • Name, N-number and level of access for staff who need permissions
    • Full = has access to create emails, manage audience data, send for approval
    • Editor = has access to create emails, manage audience data. CANNOT SEND.
    • Author = has access to create emails. CANNOT MANAGE AUDIENCE DATA OR SEND.
  • Sender Email >to set as default. It is preferred that this be a generic department email, not a specific person -- for example "marketing@unf.edu". Please work with C-Tech to set this up if one does not already exist.
  • Sender Name to set as default-- for example "ÀÏ°ÄÃÅ×ÊÁÏ Marketing and Communications".
  • Contact Information to display in the template footer - address, phone number, email.
• (3) Login to Emma with your ÀÏ°ÄÃÅ×ÊÁÏ N number and password.
  Emma uses your ÀÏ°ÄÃÅ×ÊÁÏ N-number and password for single sign-on login. Return to this webpage to . You can also login through the  portal by going to the Employee Resources tile, then Employee Tools. 
• (4) Marketing and Communications and ITS can work with you to help configure some features.

  Emma's training tutorials provide instructions on all features offered. If desired, Marketing and Communications and ITS can offer guidance and help with setup of the following:

  • Initial upload of contact names (must be in spreadsheet format)
  • Template (based on the ÀÏ°ÄÃÅ×ÊÁÏ brand) with logo, social media links, and contact information
  • Sign-up form that can be linked or embedded into your website
• (5) Once you have access to Emma, review the online tutorial videos and training resources.

Sending to ÀÏ°ÄÃÅ×ÊÁÏ Audiences

• Communications to Alumni

  If your target recipients contain Alumni, these emails will need to be coordinated with the Office of Alumni Engagement and Annual Giving. This office has access to the most up-to-date contact information for alumni. They also manage a calendar for communications to ensure that alumni are not overwhelmed with too many emails, which increases the chance of them opting out of ÀÏ°ÄÃÅ×ÊÁÏ communications entirely.

  There are a few options for sending to Alumni:

  1. Submit an announcement for inclusion in the bi-weekly Nest Notes which is sent to all alumni.
  2. Submit content to the Alumni Office who can build the email and send to your sub-population.
  3. Get approval from the Alumni Office to have shared access to their sub-account, where you can create the message yourself and submit to workflow. Alumni Office staff will then confirm the schedule (ensuring we do not send too many messages to the same alumni audiences in the same day), and approve the content for sending.
• Communications to Faculty and Staff

  Announcements for faculty and staff should be submitted to . The faculty and staff edition is emailed three times weekly on Monday, Wednesday and Friday, when the University is open.

  Marketing and Communications offers a monthly Inside ÀÏ°ÄÃÅ×ÊÁÏ newsletter. Contact e-comm@unf.edu to learn more about submitting content to Inside.

  Marketing and Communications also sends official, formal communications to all ÀÏ°ÄÃÅ×ÊÁÏ audiences. Contact e-comm@unf.edu to discuss. 

• Communications to Students

  Announcements for students should be submitted to . The student edition is emailed at the beginning of each week.

• Communications to Prospective Students

  Most of ÀÏ°ÄÃÅ×ÊÁÏ's prospective student communications are handled through the Office of Admissions and The Graduate School. Emma prohibits sending to purchased lists, but there are special concessions for university recruitment. Please consult with Marketing and Communications if your intended recipient list contains prospective students.

Important Information about using Emma

• Responsibilities for Editors

  (1) Please read and adhere to  and .

  By using Emma, you agree to send only to subscribers who asked to receive your emails. Emma does not allow the sending of unsolicited emails to recipients who have no established relationship with the University. To comply with CANN-SPAM laws, all emails contain the ability to unsubscribe.

  (2) Please keep your subscriber lists maintained and active. Archive unnecessary contacts.

  Because the University pays licensing based on the number of contacts (email addresses) that are saved in Emma, please help reduce costs by keeping your subscriber lists well-maintained. 

  • Review your groups periodically to ensure they are still active.
  • Archive unnecessary contacts. 
  • Archive one-time lists after the campaign is complete.
• Access and Permissions

  To request permissions for new staff, contact Marketing and Communications. Please provide the name and email address for the person. We recommend access be limited to 2-3 dedicated editors in your department.

  When editors leave the department, please let Marketing and Communications know so that access can be disabled.

• Removal of Abandoned Accounts

  University administrators reserve the right to deactivate accounts in Emma that have not been used in 6 months. Because the University pays licensing based on the number of contacts (email addresses) that are saved in Emma, we will monitor to ensure that  accounts are actively used.

  1. If you no longer plan to use your Emma account, please let Marketing and Communications know.
  2. If your email needs are infrequent, such as one email campaign in a year, consult with Marketing and Communications. We can assist with the creation and sending of the email and send to your list on your behalf.