Mass Email FAQ

Researchers that plan to recruit subjects via mass email must follow the UI Mass Mail Policy.  In order for the IRB to authorize the mass email, the Human Subjects Office (HSO) must review and approve the Email Request before forwarding the appropriate forms to Information Technology Services (ITS).

1. What do I need to know when completing a Request for Mass Email form?

2. What happens after the HSO receives my mass email request?

3. What if I want to send out more than one mass email to recruit potential subjects?

4. How long will it take for the HSO to process my mass email request?

 

  1. What do I need to know when completing a Request for Mass Email form?

    1. Your mass email request submitted in HawkIRB should already have HSO/IRB approval. Requests without HSO/IRB approval will be rejected.
    2. Open Request for Mass E-mail - Log in using your HawkID and password.  Select “+Create New Massmail” in the upper right-hand corner of the screen.
    3. Complete each field or the form will not submit appropriately.
      1. Select "IRB" for local IRB (IRB-01, 02, or 03), select "External/Commercial IRB" for any non UI IRB.
    4. Ensure the subject line in the Hawk IRB attachment  exactly matches the information in the  “Subject “ of message box
    5. Ensure the content of the recruitment email message included on the HawkIRB Attachments page exactly matches the message you insert in the “text of email” field on the form.  
    6. Identify the attachment name of the recruitment message as attached in HawkIRB in the appropriate field on the form.
    7. Include a valid @uiowa.edu e-mail address in the From, Reply To and Requestor Email fields (e.g. bruce-banner@uiowa.edu)
    8. Be sure to select the approved Message Category code “Research Recruitment”.
    9. Click ‘submit’ at the bottom to send to ITS.

  1. What happens after the HSO receives my mass email request?

    1. HSO staff will review the information to verify it is complete and consistent with the information contained in the HawkIRB application.  Specifically:
      1. Section VII.D.1 should mention email.
      2. Section VII.D.29 and/or VII.D.30 should describe mass email.
      3. The Attachment page (recruitment email category) should include the exact subject line and text of the message included on the Request for Mass E-mail.
      4. If HSO approves your request, you will be notified by ITS asking you to review the message that will be sent out. 
      5. If you approve it, ITS will send out your Mass Email to your selected audience.
      6. If HSO rejects your request, you will be notified via email by ITS.  You will have to create a brand new Mass Email Request. 

  1. What if I want to send out more than one mass email to recruit potential subjects?

    1. If you intend on sending multiple mailings throughout the project, you must fill out a separate Request for each mailing.  You should use a different Tag word on the request study.  For example, if your first Mass Email request used the Tag word “Smith-study”, you should use a Tag word of “Smith-study2” for your next request, etc. 

  1. How long will it take the HSO to process my mass email request?

    1. Processing will take approximately two business days.

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