Global Email (Mailing List) Service

Service Description

The Mailing List Service is designed for the central dissemination of information to staff and students of the University via e-mail, known informally as “global mailshots”.

Standard Mailing Lists Available

Digital Services control a number of standard lists that allow messages to be targeted at large groups of staff and students. The current standard mailing lists are shown below:

• All Staff
• 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)

Please Note

When targeting a sub set of users within a standard distribution list it is recommended to use one of the above standard lists with an updated subject line containing an FAO message. (i.e. For the attention of International Students only”)

Mailshot Requests - Required Information

Who can request a mailshot

A staff member can request a mailshot on behalf of their Faculty, School or Department. To submit a valid request, the staff member must include:

• Written approval from the relevant University Senior Officer - this means a Dean, Pro‑Vice‑Chancellor (PVC), or Head of Department.
• The name of the Faculty/School/Department that the mailshot represents (this will appear 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:

• Clear approval from the relevant Dean, and
• Details of a named sponsoring academic, which will be included in the mailshot text.

Requests without both elements cannot proceed.

Mailshot formatting

The Digital Services mailshot system supports rich‑text formatting, including:

• Text formatting (bold, italics, headings)
• Tables
• Graphics and images

Your message will appear to recipients just like a standard email in their staff or student mailbox.

Please Note

If you require content such as a promotional flyer to be included in your mailshot, it is recommended that you upload in PDF format to the relevant section of the University website, and the hyperlink to the content should then be added to the mailshot request.

Business Process

All approved mailshot requests can be submitted via the Self service portal - Self-Service Portal or emailed to the Service Desk at servicedesk@ulster.ac.uk

Information Required

Digital Services can provide a “pre-formatted” Outlook mailshot template upon request.

All mailshot requestors must provide the following information within their request:

1. Written approval from their faculty/department senior officer for the use of the mailshot service and the content.
2. Confirmation of the mailing list(s) the mailshot is to be issued to (e.g. All staff, All students, All students on NI campuses)
3. The subject line of the mailshot, which should include the relevant department/faculty name as applicable. (please keep this as concise as possible)
4. The content of the mailshot.
5. The title/name of the staff member to be shown in the "email signature" at the bottom of the mailshot.
6. The title/name of the approver to be shown under the signature
7. If appropriate for Research-related emails sent on behalf of students, the name of the Sponsoring Academic (to be shown on the mailshot as "Sponsored by...")

Important

Failure to include the required information will lead to a delay in submitting the mailshot.  Mailshots that have not been approved by a Senior Officer will be rejected.

Please Note

The mailshot requestor and their line management are wholly responsible for the message content.

This includes spelling; grammar; accuracy of embedded links and compliance with all relevant Ulster University regulations, policies and guidelines.

In addition, if emails are required to be sent on a particular date, Digital Services will require 24 hours notice.

Otherwise all requests are entered into a queue system for processing.

How to obtain help

Eligibility

Staff and Students of the University, upon mailshot approved by the relevant Senior Officer.

Service Owner

ICT Infrastructure