Student Organizations:  
University of Iowa Mass Mail Policy for Student Organizations

Purpose:
To regulate the use of the University of Iowa mass mail system by student organizations (Campus Life Organizations and Registered Student Organizations) and to ensure effective communication while maintaining the integrity of the university's mass email system. 

Policy enactment: 8/25/25. 

Policy:

  1. Email frequency:
    • Student organizations defined by and registered with Leadership and Engagement are eligible to send one campus-wide mass email per semester.
  2. Audience and content guidelines:
    • Student organizations may only send mass mail to registered University of Iowa students.
    • Student organization mass mail content is limited to inviting students to join an organization or to attend a membership recruitment event. Emails promoting recruitment as an add-on to a program or event, such as one featuring a speaker, musical act, entertainment performer, etc. will not be approved. The primary purpose of the advertised event must be membership recruitment.
    • Prior to submission and approval of a mass email that promotes events or meetings, the events and meetings must be approved through the Engage Platform (https://uiowa.campuslabs.com/engage/)
    • The email should not include links to external web resources except for the organization's Engage page and/or social media platforms.
    • The request must be submitted at least 7 business days before the Earliest Send Date for the request to be approved.
    • Emails should be 20 lines or less.  
  3. Approval process:
    • Student organization mass mail is not reviewed, approved, or sent during fall break, winter break, spring break, or the summer academic session.
    • Mass emails are subject to institutional mass mail review processes as outlined by the Office of Strategic Communication, the Division of Student Life, and Information Technology Services.
  4. Exemption
    • Given their shared governance role, USG and GPSG are exempt from this policy. Student governments may send more than one email per semester and may include content outside of recruitment. Message content is subject to approval from the Office of Strategic Communication and the Division of Student Life. USG and GPSG must not send event information on behalf of other organizations.   

Additional information about managing your student organization can be found here: https://leadandengage.uiowa.edu/student-organizations/manage

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