Frequently asked questions about alumni communications:
- What communications are sent to alumni?
- What are important considerations when I am sending communications to alumni?
- Can I suggest alumni for features in publications, social media, etc.?
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What are important considerations when I am sending communications to alumni?
When sending emails to alumni, it is recommended that you review the alumni communications calendar with someone in Alumni Relations. By reviewing the communications schedule with Alumni Relations: staff members can reduce the risk of sending duplicate content, help the Wisconsin School of Business have a more holistic perspective on what we are sharing with our alumni, and ensure that our alumni are not receiving too many communications within a short time frame. Alumni often have more than one affiliation with campus and may be receiving communications from other units (e.g. Athletics, Wisconsin Union, S/C/D of a second degree, etc.)
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Alumni Email Send Recommended Process
Someone has an idea for an email to alumni.
Review the current alumni communications plan with Alumni Relations.
Request an email list from ABE.
This ensures contact information for alumni is up-to-date based on record updates and in alignment with an individual’s communication preferences which we are required, by law, to follow. Independent contact lists (old Excel files, shadow databases, etc.) should not be used for email communication at any time due to the high likelihood of information being out of date. All lists obtained from ABE are intended for one-time use only. Lists can typically be obtained within one week. Contact the Alumni Relations team if you have questions regarding a list request.
Choose a good send date based off other communications.
Create the content for the email.
Schedule the email send from an approved mass email marketing platform (e.g. iContact, Constant Contact, Click Demensions, or other platform).
Alumni Relations Client Folder: The Alumni Relations team may choose to send an email using their client folder if they already had plans to send an email with similar content.
- Unit iContact Client Folder: All the individuals who have selected "Do Not Contact" in the Alumni Relations client folder should be downloaded and uploaded as unsubscribes into each unit’s client folder prior to sending an email to all Alumni.
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