User Agreement

University Relations (UR) understands departments, colleges, and other units would like to send polished communications to our audiences. We’ve invested in iModules Email to help you communicate with our constituents—alumni, donors, and other friends of the campus—in a consistent and professional manner.

When you use iModules products and services, you're agreeing to our terms, so please take a few minutes to read over the information and terms below.

I. About iModules Email

iModules Email is the email marketing platform UR provides for coordinating email messages to external audiences—alumni, donors, and friends of UC Santa Cruz. UR does not offer iModules email support for internal use, such as staff invitations to a retirement party.

II. Your user obligations

You are responsible for the following when using iModules Email:

  • Adhere to UC Santa Cruz’s email Policy & Privacy statements

  • Maintaining your account, including passwords and/or closing your account upon separation from the university or job duties involving iModules Email

  • Your content. You are fully responsible for the review and final approval of your content before the message is sent. UR doesn’t assume responsibility for your messages.

  • Using PIDM lists for each message sent, unless our database does not have a PIDM for emails

  • Upholding privacy of any lists you come into possession of including PIDMs or emails

  • Seeking out training and information regarding iModules Email

  • Utilizing best practices offered in the training for every message

  • Providing at least 10 business days’ notice, when requesting help from UR for building emails, pulling lists, or other related support beyond troubleshooting problems with the template

  • Using the appropriate request forms

  • Using the templates provided. UR cannot guarantee the functionality or design of messages when the templates are altered.

III. University Relations’ obligations

University Relations will provide:

  • Training for using iModules Email

  • Information about updates, changes to the templates, or announcements of new services

  • As much notice as possible if we have knowledge of other message sends that will coincide with your message send

  • Resources to help users build HTML emails, including best practices, templates, and limited design and/or editing resources

  • Technical support, given the templates and lists are used properly

Support requests for the following services require 10 days advance notice:

  • Building an iModules email on behalf of your department, division, or unit

  • Pulling recipient lists of PIDMs

  • Looking up PIDMs for email lists

IV. Dos and don'ts when using iModules for email marketing

Email marketing DOs:

  • Plan ahead; be thoughtful and strategic about your approach to contacting our audiences

  • Use the templates. If you need to alter them significantly outside of changing an image or text, contact the email coordinator first

  • Use appropriate images (ones we have the rights to)

  • Reflect UC Santa Cruz’s tone of voice

  • Use proper grammar, punctuation, and the UC Santa Cruz Editorial Style Guide

  • Create strong subject lines

  • Track email metrics to improve your email strategy

  • Send to lists using PIDMs as often as possible

  • Review your messages carefully to prevent errors (including spelling, grammar, accuracy of information, links, tokens, etc.)

  • Delete any unused drafts to keep our drafts area easy to navigate

Email marketing DON’Ts:

  • Send inaccurate information to audiences

  • Alter the templates significantly

  • Expose email addresses or confidential data

  • Send out messages on behalf of individuals without their permission

  • Send to a list of emails only, without checking for PIDMs

  • Use content we do not have the rights to (including “grabbing a photo from Google search”)

  • “Redesign” your messages with unbranded images, font, colors, or other design elements

  • Delete templates or drafts belonging to someone else