A new mass email policy for campus will go into effect on Monday, Jan. 13.

The policy, administered by the Office of the Vice President for External Relations and the Office of Strategic Communication, is the result of a campus communications survey and evaluation of existing policies of peer and other Big Ten institutions.

“The new policy is focused on the needs of the audiences receiving messages rather than solely on the needs of the sender,” says Peter Matthes, vice president for external relations. “While email is a reliable and easy way to communicate and share information, it is not always the best tool.”

In spring 2023, the University of Iowa surveyed faculty, staff, and students about their communications preferences. Data from the survey showed that all three audiences rely on email for news and information about the university, but respondents complained that the volume of emails received on a daily basis often is unmanageable. Sifting through email is time consuming and sometimes means they miss important information, respondents said.

A committee made up of representatives from various campus units and shared governance was convened during summer and fall 2025 to draft and approve the new policy.

The goal of the new policy is to reduce the number of email messages sent across campus. In addition, the policy:

• Establishes guidelines for the appropriate use of mass email.
• Ensures compliance with federal law and best practices.
• Ensures mass emails are accessible, concise, consistent, and coordinated.
• Preserves the effectiveness of email as a communication tool, without unduly restricting the free flow of information within the university community.

The new mass email policy will be managed by the Office of Strategic Communication in partnership with key campus partners including the Office of the Provost (faculty), University Human Resources (staff), Division of Student Life (undergraduate students), and Graduate College (graduate students).

If a mass email request is not approved, the Office of Strategic Communication will consult with the requestor to suggest other ways of sharing the information, based on the audience. For example, information about an event for undergraduate students would not be allowed as a mass email, but a social media post would likely reach the audience with more success.

A communication resources guide shares best practices and information about alternatives to mass email.