Opt-Lists Policy

Opt-list communications are nonadministrative and nonoperational in nature and allow employees and students to opt in or out of receiving these optional communications. Policies are in place to ensure opt-list emails are relevant, accessible and do not overwhelm recipients. These policies include rules on authorized senders, recipient selection, frequency and timing and types of message content.

Content of Messages for Opt-Lists

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 100 KB or less, which includes all text, images and headers.
• Indicate who the message is from and provide a means for contact and feedback, which is typically included in an email signature, including name, email address, phone number, etc.
• The subject line must accurately convey the intent of the message within the body copy, especially when readers are redirected to a survey or website. Emails will be vetted for consistency prior to approval for distribution.

Messages submitted by or on behalf of student organizations will have a disclaimer pre-appended 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.

Provided message content must be either a MS Word document or a plain text file (not HTML code). Other document formats are not acceptable and will not be processed. All images must include alt text to meet accessibility requirements. Emoticons and GIFs are not acceptable OPT List message content.

Frequency of Opt-List Messages

• 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 monthly for studies lasting more than a few months.

Recipients of Opt-List Messages

Opt-list email requests are delivered to the approved recipient population 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 that 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 Enterprise Communications team. Note that these types of communications will be reviewed and approved by the Division of Marketing and Communications.

Additional Opt-List Requirements

All research surveys must be approved by the Texas A&M Institutional Review Board, and they must include the Institutional Review Board (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 Texas A&M University at Qatar must be reviewed and approved by the Texas A&M–Qatar IRB in addition to the Texas A&M University-College Station IRB. The request must include IRB information from both review boards before they can be processed.