How to Schedule Mailings

You can now send mailing communications across administrations. Use the Mailing Center for an improved and efficient mailing experience. Creating & Managing Campaigns in Mailing Center 

The following instructions are for single administration mailings. 

To schedule mailings in your administration, follow the steps below: 

1. Open your administration from the Administrations tab. 
2. Scroll to the middle of the page where it says Associated Mailings. 

There are two types of Mailings, Students and Instructors. 

For a Student Mailing:

1. Click on the blue Schedule Student Mailing tab (this tab is shown by default)
   
   
2. Create a Mailing Name  
3. Schedule the mailing time using the date and time fields. Student mailings will only be able to be scheduled for a date when the administration is open. 
   • Use the Repeat: dropdown to automatically send the same message either Weekly or Daily, and be sure to provide the right criteria so that the list of dates in the occurrences field looks accurate 
4. In the Template drop-down, choose the template you'd like to use (optional). 
   • If a template is chosen, all remaining fields will be auto-filled; 
   • If you wish to create an email from scratch, complete the remaining fields. How to Create a Mailing Template. 
   • If you are creating a mailing from scratch, remember to add your access link!
5. Click Schedule. 

Student mailings will only go to students who have not completed all their course evaluations within the administration. 

Now your Student mailings are scheduled! 

For the best response rates, we suggest scheduling a student mailing to reoccur every 3-4 days throughout the duration of administration.  

A preview of your scheduled mailing can be sent to the email associated with your account by clicking on the "Send Sample" link.  This will allow you to view the email version of what you will be mailing out. (How do I Send a Sample Email?) 

For an Instructor Mailing 

1. Click on the Instructor tab. 
   • You have the option between three types of instructor mailings. 
   • Note: If you are not an IDEA campus, you will only see two types of mailings 

Schedule Instructor Mailing for a general email; this will be sent to all faculty. 

Schedule Report Mailing to direct instructors directly into their Summary report using the SummaryReportLink. Note: This will not appear if you do not have a Report Release Date scheduled for your Instructors. 

Schedule OSF Reminder to remind instructors to select their learning objectives. This mailing will only be sent to instructors who have not completed the selection of their learning objectives. Note: This option will only appear if you are using an IDEA instrument.  

1. Create a Mailing Name and schedule the mailing time using the date and time fields. 
2. In the Template drop-down, choose the template you'd like to use (optional) 
   • If a template is chosen, all remaining fields will be auto-filled; if you wish to create an email from scratch, complete the remaining fields. How to Create a Mailing Template. 
   • For tips on scheduling the different types of instructor mailing, reference the attached mailing template examples. 
   • If you are creating a mailing from scratch, remember to add your access link!
3. Click Schedule. 

Now your Instructor mailings are scheduled! 

A preview of your scheduled mailing can be sent to the email associated with your account by clicking on the "Send Sample" link.  This will allow you to view the email version of what you will be mailing out. (How do I Send a Sample Email?)