Student .net email
The university sends out current student email communications using HubSpot. This ensures that students receive clear, cohesive, AODA compliant (accessible) and branded communications that are reliable and consistent.
Send the completed email template to slcommunications@ontariotechu.ca with your request.
Please allow 2 to 3 working days for dissemination. If you are requesting a specific data set, please allow for 4 to 5 working days.
As best practice, we recommend not sending communications out on Fridays as the data indicates lower open rates/engagement. Depending on other institutional messages, the Student Life Communications team may recommend an alternative send date/timing.
The following types of communications are sent to students:
- Emergency
- Campus closures
- Impact to operations
- Threat on campus
- Important information
- Registrar notifications
- Financial notifications
- Messages from the President and/or Provost
- Academic
- Academic advising announcements
- Course-related announcements and events
- Research
- Official university surveys
- Academic research
Tips for submitting
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Messages must be finalized (no drafts), follow the university's style guide and be AODA compliant.
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Must provide exact parameters of the target group you would like to send emails to (e.g. undergraduate only, graduate only, faculty-specific, Years 3 and 4, etc.).
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Keep messages short and concise and use bulleted lists where applicable to ensure your message is no longer than one page.
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Select a pre-approved email header.
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Use hyperlinks to direct information, where applicable.
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Include the date to be sent, target audience, subject line, reply-to email address and area requesting deployment above the header, for context.
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We have the ability to specify the reply-to address so that responses go directly to a specific inbox, if you prefer. If your email has not been used previously in HubSpot, you will need to verify this via a one time email from HubSpot.
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Provide contact information at the beginning of the email, following the email template.
Target audience
Please indicate your audience clearly on the student email template.
Targeted and accurate communications are imperative to ensure students read and retain the information that is being sent to them. Student Life Communications manages and coordinates lists to meet our content marketing strategies–sending students content that is relevant and pertinent.
We have pre-populated email lists (i.e. no extra turnaround time required) for:
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All current students
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All current undergraduate students
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All current graduate studies students
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All current professional (Bachelor of Education) students
If you require your email to be sent to a targeted/specific group not listed above (e.g. all Year 3 FEAS students only), our team is able to pull lists of targeted audiences in most cases, to help your email get to the right group of students. Under some circumstances, due to data sensitivity, if we are unable to pull the list ourselves, we have a working relationship with OIRA and will request the list on your behalf.
Template
Download current student email template
