All emails to inquiries or admitted students should be sent via Slate, and in cooperation with the Office of Undergraduate Admissions and Office of Enrollment Management. This ensures that student statuses are up to date, and reduces the risk of emails being filtered as spam. In addition, it allows centralized metrics and functional tracking.
An email submission by an academic unit must be about the academic unit, it’s subject area, relevant interests, or majors. Units cannot send emails about central campus topics like application deadlines, visiting (in general), or housing.
Email Send Request Requirements
The email send request must be submitted in Basecamp and assigned to the Admissions Counselor for your academic unit. Then, it will be reviewed by the counselor for the following requirements:
- The email must have a working Slate URL, linking to the email to be sent
- The request must have complete audience details
- The email request must have a send date
Once all necessary details listed above are completed (explained on the email how-to page), the assigned admissions counselor will re-assign the email send request to the Data Services Team. To guarantee delivery on the requested date, a request must be submitted with three days of lead time from when the request is deemed complete. Please submit your email requests with as much lead time as possible. Additionally, if an email is supposed to send on a weekend, that request should be entered with the preceding Friday as the due date in Basecamp, and a note to send on a weekend date, so it can be scheduled ahead of time.
Requests must come from the college communications/marketing/admissions representative. In general, we cannot service requests from departments. Those requests should filter up through the college staff members who are approved to submit Basecamp requests.
Please note: any email to be sent to a specific list of students must include UINs. Additionally, the list should be sent via Box, keeping student information secure. No student information should be posted in Basecamp or emailed.
Colleges can only communicate with students once they have expressed interest in Illinois (they have then become an inquiry). Students can do this in many ways, including:
- Fill out a request for information form
- Send in a test score
- Email or call Admissions
- Open many emails
- Spend a lot of time on the Admissions website
Each academic unit can communicate only with students who have expressed an interest in one of their majors or programs (they have then become an inquiry, and gained that college’s interest in Slate). These interests are created by but are not limited to:
- Slate request information forms on college/academic unit sites
- Slate request information form on the Admissions site
- Students finding and expressing interest via the Program Explorer
- Student records (test score submissions, etc.) that come with academic interests
Colleges and Academic Units cannot communicate with students who have applied but have not yet received an Admissions decision (with the exception of talent based admission programs). Colleges can communicate with students at the inquiry, admitted, and accepted stages.
During certain key periods of the Admissions calendar (particularly when data is changing rapidly), the Office of Enrollment Management will not send emails. These dates are as follows:
- On and three calendar days after early action decision release
- On and three calendar days after regular action decision release
- On and one day after application open
- On and one day after application deadlines
These blackout dates are extremely limited, and exist to make sure the correct students receive the correct messages, as well as to allow for central campus messaging around these dates. There will be updates sent out to confirm blackout dates after the confirmation of decision release dates for the cycle.
The Office of Admissions will only communicate about whole campus messages. The Admissions process, housing, Illini success, the Illinois academic experience – all of those are communicated by OUA. The colleges and academic units should communicate their own messages. What makes you stand out? What makes your part of campus special? What are your stories of success?
In particular, as students decide what programs to attend in March and April, this is the critical time for college and academic unit communications. Students want to know what makes your program stand out compared to others that they are considering.