Policy

Policy and Procedures for UCO Development

Email Policy 

Print Policy 

Naming Policy 


How to Send an Email through UCO Development (Minimum Timeframe - 15 working days)

Email Steps:

The following is an explanation of what is required to initiate the process for Department/College/School/Area emails to be sent to alumni and/or donor email groups. If you have any questions, please contact Reagan Hamlin at rhamlin@uco.edu or (405) 974-3552.  

1. Complete the Mailing Piece Acceptance Form 
Attach to the form your proposed copy for the email. Once this form is submitted, someone will contact you to prepare your email. 

2. Determine your Distribution List by completing the Banner List Request Form. Please note: emails will not be given to individuals requesting the list. They will be loaded into the Development Office email system to maintain alumni and donor opt-out preferences. Alumni/Donor lists are generated from Banner so it is important that Banner has the most current information. Prior to sending, all email lists should be compared for accuracy. 

3. Assign a point person to initiate and approve the email project. When the email is ready for approval a preview will be sent to distribute as appropriate. All changes should be funneled through the point person and previews will be generated until final approval is obtained.  All final approved emails will be subject to review by the Development Office.

4. Email statistics are available upon request. Available fields include:
Messages Sent
Message Kickbacks
Delivery Rate
Message Opens
Clicks
Unique Clicks
Unique Click Rate
Link Clicks within email
Unique Link Clicks within email

Best Practices
Create subjects that entice people to open emails and are relevant. Subjects should have a verb.
Subjects should be approximately 40 characters
The top 400 pixels should present the most important content with a call to action item.
Image on the top of emails should not be more than 120 pixels high.
Keep the number and size of images within the email to a minimum.
Evaluate the day of the week with the best open rate and capitalize on that information.

‚ÄčHow to Send a Print Solicitation through UCO Development:(Minimum Timeframe - 15 working days)

Print Piece Steps: 

The following is an explanation of what is required to initiate the process for Department/College/School/Area print solicitations to be sent to alumni and/or donor groups. If you have any questions, please contact Heather Fieth at hfieth@uco.edu or 974-2770.  

1. Complete the Mailing Piece Acceptance Form
Attach to the form your designed pieces to mail. This includes your giving card. Examples are available upon request by contacting Heather Fieth at hfieth@uco.edu or 974-2770.

2. Determine your Distribution List by completing the Banner List Request FormAlumni/Donor lists are generated from Banner so it is important that Banner is used for the most current address information. Once the list is prepared and the solicitation is approved, a list will be sent to you for mail distribution. 

3. Once your mail piece is approved, a solicitation code will be assigned to ensure appropriate gift processing upon receipt. This code must be printed on each return item.