Winthrop University: E-mail Request Form

Division of Advancement E-mail Request Form

This form is designed to be used by university employees for university-focused events, which are donor- and/or alumni-focused in support of Winthrop. E-mails can be deployed from Winthrop to communicate events and information to alumni, faculty, or staff and will be approved by University Communications and Marketing. The data for the e-mails will be pulled by Advancement Services. E-mail addresses will not be shared with the requestor to protect the privacy of our constituents. E-mails deployed by Winthrop must adhere to university style. Please complete the form a minimum of 6-8 weeks ahead of your proposed event so we can determine if and how University Advancement can help. The form will be sent to Advancement Services, the Alumni Association and Winthrop Foundation. 

Submit your e-mail request a minimum of 10 business days before the desired deployment date. Submissions received less than 10 business days prior to the target release date may be delayed or rejected. Please allow at least 5 business days for a member of our team to respond to your request. 

If you are planning an external or community event (weddings, community galas, corporate events, etc.), please contact University Events at 803/323-4619.

Requestor Information

Primary Role

Target Audience

Please note all outbound e-mails will exclude constituents who are deceased or inactive, have opted out of all e-mails or certain types of communications, have privacy restrictions, or those with invalid e-mail addresses.

The audience for your email must include constituents for whom University Advancement has a record. The intended audience must also be relevant to your request. (University Advancement and the Alumni Association can help refine your audience, if necessary.) 

Complete only the fields below that apply to the target audience for your message.

E-mail Setup

Example: Winthrop Alumni Association

When possible, use a generic e-mail address rather than an account associated with a specific person. Automatic replies and bounced e-mails will be delivered to the e-mail address provided. For example, use alumni@winthrop.edu or masscomm@winthrop.edu rather than johnsondb@winthrop.edu.

Example: Class of 1967 to Celebrate 50th Reunion Nov. 17-18

University Advancement and Communications and Marketing reserve the right to edit all submissions prior to use in electronic communications. Keep your email subject lines to 50 characters or less, except for highly targeted messages. Avoid words like "free", "help", and special characters like $, &, #, and @. Good subject lines use timely topics and create a sense of urgency, but not an emergency.

E-mail Content

The content of your message should be concise but personable. Be sure to include language that allows readers to clearly identify the call-to-action (e.g., Register Now) in your message.

Mass e-mail systems do not allow attachments of any kind. A hyperlink in the email text can direct readers to any content that cannot be sent as an attachment. For example, “attached newsletter” should be “Read the latest newsletter.”

Videos, newsletters, surveys, and images linked to the content of your message must be reviewed by Communications and Marketing (UCM). Text and format will also be converted to UCM's style, if necessary. 

Please send any media including images via e-mail to alumni@winthrop.edu. Be sure to include a reference to your e-mail request. Please note that the only acceptable formats for media are the following: .jpg, .png, .gif for images; and links (e.g., YouTube) for videos. Please make sure the image(s) doesn't exceed 500x500. 

 

Last Updated: 1/10/23