Volunteer Training Document How to Request an Email Broadcast Please note that only recognized and approved McGill Alumni Association volunteers can send emails to alumni, parents and friends in their region. If you are not a recognized volunteer, please contact your regional Alumni Association board for further information. Step 1 Make sure your events are posted on McGill s AOC website Step 2 Review McGill s Email Policies Step 3 Access the McGill Email Broadcast Request Tool Step 4 Send Email STEP 1 Make sure your events are posted on McGill s AOC The Volunteer Email Broadcast request system is an easy to use drag & drop tool but your McGill branch events need to be posted on McGill s AOC website before they can be dragged into an email. For more information on how to post your event online click here: http://aoc.mcgill.ca/volunteer/volunteertoolkit/volunteer-driven-events/advertising-events/how-post-your-event STEP 2 Review McGill s Email Policies and Guidelines Email is a powerful communications tool that the McGill Alumni Association has used to reach graduates around the world in a timely fashion. The MAA is at the same time conscious of not wanting to overwhelm its graduates with messages. Therefore, it has developed policies governing the sending of mass email communications, also known as "broadcasts". To view this policy click here: http://aoc.mcgill.ca/volunteer/volunteer-toolkit/volunteer-driven-events/advertising-events/how-sendemail/email-policy
STEP 3 Accessing the McGill Volunteer Email Broadcast Request Tool The Volunteer Email Broadcast tool is password protected and should only be accessed and used by recognized McGill Alumni Association volunteers. We recommend that large branches delegate no more than 2 or 3 volunteers to be responsible for requesting email broadcasts and to familiarize themselves with McGill s email policy. If you re ready to send an email to the McGill Community in your region, click here to access the McGill Email Broadcast Request Tool: https://www.alumni.mcgill.ca/broadcast STEP 4 Sending an Email Step by Step The link above will lead you to this login page. Enter your username and password. If you have questions, please connect with your branch president or your contact in Alumni Relations at McGill. You will be prompted to select your branch. Click on this box to access the drop down field. Once logged in, your name and email will automatically appear in these boxes, but will not appear in the email going to alumni in your region. It is for McGill tracking purposes only. Please make sure you select the right branch this will determine the recipients of your email.
Click on this box and an interactive calendar will appear. Pick the date when you would like the email to be sent. Only 1 date can be chosen per request. Some dates will be blacked out. This means that there are already too many emails scheduled for this date. You need to enter text which will appear as the email subject line. It should be short (80 character limit) & act as a teaser so people will open the email. Now select who should receive your email. Alumni only or everyone living in your region? Simply click the boxes to include these groups. When you ve completed these steps, click on Proceed. Once you click on the Alumni box, you will have the option of sending your email to alumni of certain year(s). For example: you can select specific years to target young alumni. If you would like to email all alumni, simply leave this section blank.
This is the fun part! Simply click on an event and drag it here, in this white box. The events that are dragged into this box will be advertised in the email. You can advertise 1 or all of your upcoming events. To keep emails to a minimum, we do recommend sending fewer emails and advertising all events. Click Back if you would like to change information on the previous page like subject email or the email date. Notice the events are not in chronological order. You can choose which event you want to appear first in the email. The first event to be dragged into the white box will appear as the first event in the email. Once you re done, click on Proceed.
This text is a review the information you entered on the 1 st screen. Be sure to review this section. You can still make changes by clicking on Back at the bottom of this page. Your region will automatically appear here Your email will have an attractive new banner that distinguishes it from emails sent from our McGill offices The first paragraph of your event listing will appear in the email and Read more>> will link back to the full event listing on McGill s AOC website. For the sake of this training document we cut off the rest of the email, but it will show all the events you dragged into the white box in the earlier screen. You can click here if you would like to preview how the email will look in a non-html version. Once you ve reviewed the email and the information is correct. Click here to submit your request.
your email address If you are done, click here to log out. If you would like to request an email for another date, this will take you back to the first screen. This is for McGill purposes only.