Mass Email Distribution Request

Mass Email Distribution Request Form
ALL SUBMISSIONS MUST ALLOW 2 BUSINESS DAYS BETWEEN THE DATE OF SUBMISSION AND THE FIRST DATE OF CIRCULATION.

Alternate Distribution Request Form
If you have trouble with the form above, use this alternate form. The alternate form does not allow the requestor to attach documents. If you are having trouble claiming your CUNY office.com account, please contact IT @ 718-518-6646. 
 
Effective January 2021, the Office of Academic Affairs is implementing a new policy for sending emails to the mass email distribution lists such as the Hostos Distribution List, Student Distribution List or List of Teaching Faculty, to name a few.

Policy
Any member of the campus community who wishes to broadcast an announcement from the Office of Academic Affairs email box, using an OAA banner, must make the request using the Mass Email Distribution Request Form.
 
Mass Email Distribution Lists include, but are not limited to,
  • Hostos Distribution List (HDL),
  • Higher Education Officers List (HEOL)
  • List of Teaching Faculty (LoTF)
  • Adjunct Faculty List (AL)
  • Student Distribution List (SDL)
 
About the Form
The form is powered by Microsoft Office 365. All Hostos/CUNY members are entitled to a free account. Members of the campus community can claim an account by going to office.com and signing in using CUNYFirst credentials. Anyone with trouble claiming an account should contact IT helpdesk for assistance (ITJOBREQUEST@hostos.cuny.edu).

 
FREQUENTLY ASKED QUESTIONS (FAQS)
Why do we have to use the request form?
The form will help requestors submit and document a complete announcement and show how that announcement aligns with the mission of the college. The completed form will help OAA manage and circulate information in a timely and orderly manner. Additionally, OAA can more easily archive, track and be accountable for sharing information regularly with the campus community. 
 
What is the intention of the request form?
The intention of this form is to improve communication within and across the campus community. The Office of Academic Affairs wants to share as many announcements as possible each semester that align with the college mission.
 
What should be included on the Word document being used to create the body of the email?
The message in the Word document will be copied and pasted into the body of the email. Any materials that cannot be copied into the body of the email will be excluded from the message. OAA will contact the requestor if this occurs.
 
Where can I find the request form?
The permanent Mass Email Distribution Request Form link is accessible from the Office of Academic Affairs main menu.
 
How far in advance should I submit the request form? 
 Please submit the request 2 business days in advance of the first date you want the announcement to be circulated.
 
What information will be required on the request form?
After logging into office.com, the form will prompt the requestor to identify her/himself by name, department, and contact number. Then, indicate the following:
  • distribution list/s that should receive the message
  • campus members who should receive a CC
  • subject of the email
  • body of the message*
  • hyperlink address (if applicable)
  • attachments to be included**
  • if documents are ADA compliant
  • request dates for distribution***
  • alignment with college mission****
 
*The body of the message should appear in a Word or image document that is uploaded to the form. The message should include all the information that the sender would like to appear in the email. Any photos, logos, symbols, Zoom information, etc. should be placed in the order it is intended to be viewed. If the uploaded document is an image file, the requestor should include the hyperlink address in the appropriate question on the form. The requestor’s full name and contact information should be included. If more than one date for circulation is requested, all dates should be included in the appropriate question. OAA reserves the right to make the final decision about the number of times the same announcement is circulated.
 
Additional attachments are optional. The Form can accept Word, PDF, PPP, Excel, and JPEG files. Submissions of additional attachments are limited to three documents. The form provides instructions for requestors with more than three additional attachments.
 
Answering the Mission Alignment question is optional and gives the requestor an opportunity to show how the activity/event aligns with the college mission and/or mission themes. Multiple themes may be selected.
 
Why is OAA asking about ways in which the content of the announcement aligns with college mission?
OAA wants to use the request form to help keep track of and document evidence of college information, activities, and events that can be included as evidence for the Middle States accreditation process. This question is optional and if you can think of ways that your event aligns with the college mission and/or mission themes, please check the box/es that apply.

Questions and Concerns or Complaints?
If you have any questions, concerns, or complaints about the policy, please contact Office of Academic Affairs by sending your contact information and concern to oaa@hostos.cuny.edu. Please allow 2 business days to receive a response.