Opt-List (Bulk Email) Requirements

Overview of the Service

The Texas A&M University Opt-lists (Bulk Email Service) provides an internal email communication for the Texas A&M community for event promotions, research study participation opportunities, student organizations and more.

Opt-list distribution enforces a number of policies to help ensure that email sent using the system is relevant, accessible and not overwhelming to the recipients of those messages. These policies include rules on authorized senders, frequency and timing of messages, types of messages, content of messages and recipients of messages.

Authorized Senders

Opt-lists are only available for use by the university community.

Opt-list distributions can be requested by full-time employees and students for a college/school, department, division or recognized student group as long as the content of the message directly relates to official university business or the university’s mission.
Distribution requests for a university business group need authorization from the leadership overseeing the business group.
Distribution requests for a recognized student organization, undergraduate students, graduate students and participating or representative full-time employees need authorization from the student organization’s faculty or staff advisor of record.

Requests submitted by or on behalf of non-university entities (such as local businesses or organizations) are typically denied. Exceptions are limited to businesses or organizations with an existing relationship with the university (i.e. 12th Man Technology). Requests of this type are submitted to Shane Hinckley, Vice President of Brand Development with the Division of Finance and Business Services, for consideration.

Frequency of Messages

To minimize the number of messages processed and sent to the university community:

No more than two messages for the same topic or event will be distributed.
Messages for the same topic/event are not sent less than seven days apart except in extenuating circumstances, such as a change of date, time or venue of an event or other needed correction to a previously sent message.
When multiple messages are deemed necessary, it is recommended to send an initial message at least one week in advance of the topic or event and a final reminder the day before the topic or event.
Research study recruitment messages may be sent on a monthly basis for studies lasting more than a few months.

Expedited requests are not available via opt-list distribution.

Types of Messages

Messages processed and sent via opt-lists must be related to university business or the university’s mission. Examples include:

Opportunities to participate in research conducted by members of the university
Events sponsored or produced by the university community
Upcoming optional trainings or course opportunities

Messages relating to class projects will not be processed due to the vast number of courses offered by Texas A&M.

Opt-lists should not be used for administrative or operational communications that are directly related to academic deadlines, formal policy change announcements or other types of messages that directly impact the roles and responsibilities of faculty, staff and students. For messages that are essential to job performance or completing academic requirements, or are a required notification due to university, state or federal policy, law or regulation, please contact the Web and Digital Experience team.

Content of Messages

Due to the number of messages processed for opt-list distribution, the system used to process and deliver messages, and the need to have minimal impact on email performance, your message must:

Have a delivered size of approximately 100KB or less that includes all text, images and headers.
Indicate who the message is from and provide a means for contact and feedback, typically included in an email signature including name, email address, phone number, etc.

All opt-list email messages must indicate who the message is from and provide a means for contact and feedback to be processed. This is typically included in an email signature including name, email address, phone number, etc. In addition, the subject line and body content must accurately convey the intent of the message, especially when readers are redirected to a survey or website, and will be vetted for consistency prior to approval for distribution.

Messages submitted by or on behalf of student organizations will have a disclaimer prepended to the submitted content consisting of "The contents of this message do not necessarily represent the positions, strategies or opinions of Texas A&M University or its entities." All requests made on behalf of a recognized student organization must be approved by that organization's staff or faculty advisor of record, even if the request is submitted by an employee of the university.

Accessibility

Opt-list email requests must be accessible in line with TAC 206.

No message consisting of only an image will be processed.
Messages with images are required to have appropriate alt text for non-decorative images.
Any materially important information such as dates and locations of events which are included in an image must be repeated either in the image’s alt text or repeated in plain text elsewhere in the message.
All messages are delivered with a plain-text alternative.
Information containing images must have an acceptable color contrast ratio.

Recipients of Messages

Opt-list email requests are delivered to the recipient population approved that most closely aligns with the intended audience requested and is subject to change based on opt-list options.

Requests intended for the opt-lists are sent to those lists. Should a request require a unique distribution list outside of the predetermined opt-lists, additional review is required.

Requests to send to all employees and students are reviewed for content. Based on the content, the message will be delivered to an appropriate opt-list. Messages which are not essential to employment or academic performance and are not a required notification are delivered via the appropriate opt-list(s).

For messages that are essential to job performance or completing academic requirements, or are a required notification due to university, state or federal policy, law or regulation, please contact the Web and Digital Experience team.

Additional Requirements

All research surveys must be approved by the Texas A&M Institutional Review Board, and they must include the IRB number, approval date and expiration date in the recruitment email. This information can be included in the body of the message or as part of the signature. If a research survey has been granted an exception by the IRB (such as no expiration date), a copy of the exemption letter must be provided with the request.

Research surveys being sent to the Texas A&M Qatar campus must be reviewed and approved by the Texas A&M University - Qatar Institutional Review Board in addition to the Texas A&M University - College Station Institutional Review Board. The request must include IRB information from both review boards before they can be processed.

Messages intended for applicants or admitted students must be approved by the Office of Admissions prior to delivery.