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Service Description
The Mailing List Service enables requestors to send centrally‑issued communications (“global mailshots”) to large groups of staff or students. Please note: Requests to send messages to all students on Northern Ireland campuses should not be submitted directly to Digital Services. Requests must first be reviewed by Student Communications via stories@ulster.ac.uk.
Important Change for Student Communications
Requests to send communications to all students on NI campuses are no longer submitted directly to Digital Services.
All requests for all-student communications must first be reviewed by Student Communications. Requests should be submitted to stories@ulster.ac.uk, who will assess the most appropriate communication channel, which may include:
- The Monthly Student Newsletter
- The Student Guide
- Social media channels
- An all-student email, where appropriate
Digital Services will only issue all-student emails following approval from Student Communications and the relevant Director.
Standard Mailing Lists Available
Digital Services maintain the following mailing lists:
- All Staff
- All Staff (E-codes only)
- All Students (All campuses)
- Staff on a specific campus (Jordanstown, Belfast, Coleraine, Derry~Londonderry)
- Students on a specific campus (Jordanstown, Belfast, Coleraine, Derry~Londonderry, London, Birmingham, Manchester, Global Online Education, Qatar/Doha)
- Students on NI Campuses only (excludes London, Birmingham, Manchester & Qatar/Doha)
Targeting Subsets:
Use a standard list and add an FAO message in the subject line (e.g., FAO: International Students).
Mailshot Requests
Who can request a mailshot
A staff member can request a mailshot on behalf of their Faculty, School or Department. Every request must include:
- Written approval from the relevant University Senior Officer e.g. a Dean, PVC, or Head of Department
- The name of the Faculty/School/Department included in the subject line
Without this approval, the mailshot cannot be issued.
This approval step ensures that only accurate, appropriate, and officially‑endorsed communications are sent to staff or students.
Student‑initiated mailshots
A student may request a mailshot (for example, to recruit research participants). They must provide:
- Approval from the relevant Dean
- A named sponsoring academic (included in the mailshot text)
Additional Approval for All Northern Ireland Student Communications
Requests to send communications to all students on Northern Ireland campuses are subject to a separate approval process.
Before submitting a request to Digital Services, staff must contact Student Communications (stories@ulster.ac.uk), who will review the communication and determine the most appropriate channel. This may include:
- The Monthly Student Newsletter
- The Student Guide
- Social media channels
- An all-student email, where appropriate
Digital Services will only issue communications to all Northern Ireland campus students where the necessary Student Communications and Director approvals have been obtained.
Mailshot formatting
Rich‑text formatting is supported (bold, headings, tables, images).
If including promotional flyers, upload them to the University website and insert a hyperlink into the mailshot.
Business Process
All approved mailshot requests should be submitted via the Self service portal form.
Required Information
- Written approval from the relevant Senior Officer
- Confirmation of the mailing list(s)
- Subject line including Faculty/School/Department
- Mailshot content
- Name/title of staff member for the signature
- Name/title of the approver
- Where the request is for all Northern Ireland campus students, evidence of Student Communications approval must also be provided.
Processing & Deadlines
- If a mailshot must be issued on a specific date, 24 hours’ notice is required
- Otherwise, requests enter a processing queue
- Missing required information will delay submission
- Requests without Senior Officer or other required approvals will be rejected
Responsibility for Content
- The requestor and their line management are responsible for:
- Spelling and grammar
- Accuracy of links
- Compliance with University regulations and policies
How to obtain help
Monday to Friday: 8am to 8pm How to contact the Service Desk
Service Desk Hours
Saturday to Sunday: 1:30pm to 5pmExtended Closure - Easter and Christmas Holidays
Eligibility
Staff and Students of the University, upon mailshot approved by the relevant Senior Officer and Student Communications where applicable.
Service Owner
ICT Infrastructure
