Emma guidelines

FERPA guidelines ensure the protection of student education records and Personally Identifiable Information (PII). As an employee of the University of Illinois Chicago and a user of the Emma platform, you agree to adhere to the Family Educational Rights and Privacy Act (FERPA) when handling audience data.  

You agree to: 

• Keep all audience data, especially student-related information, confidential and secure. 
• Only use data for the purpose it was collected, and ensure it is never shared, disclosed or used for unauthorized purposes. 
• Provide appropriate access through Emma user roles and permissions to limit unnecessary access to audience data. Only provide access to authorized users who have a job responsibility to access audience data to send emails and/or segment and filter audiences.  

In compliance with the Controlling the Assault of Non-Solicited Pornography and Marketing (CAN-SPAM) Act, you agree to follow best practices for managing unsubscribe requests. Failure to comply with CAN-SPAM regulations can result in legal action and fines of more than $50,000 per email violation.  

You agree to: 

• Restrict your “Internal No Unsubscribe” subaccount to uic.edu, uillinois.edu or illinois.edu email addresses only. All other email addresses are considered external and must be included in the “External Allows Unsubscribe” subaccount to ensure there is a clear unsubscribe link in every email, as required by CAN-SPAM. 
• Ensure all emails include a physical mailing address in the footer and accurate information in the “From,” “To” and “Reply-To” fields, and in subject lines.  

UIC’s Emma Email Marketing contractual agreement does not allow the use of listservs or other types of distribution email addresses or paid email lists. 

You agree to: 

• Send emails to individual email addresses (contacts), not listservs. Other platforms like Microsoft Outlook must be used for communications sent to listservs or similar distribution lists.  
• Only import lists of email addresses (contacts) who have voluntarily opted in to receiving email communications. 
• Use UIC Official email channels for emails intended for all UIC students or all UIC staff and faculty. 

In accordance with the Americans with Disabilities Act (ADA), all emails and campaigns created in the Emma platform must be accessible to individuals with disabilities.  

You agree to: 

• Provide text alternatives for any non-text content (e.g., alt text for images). 
• Ensure that content is presented in a readable format, including the use of proper headings, font sizes and color contrast. 
• Regularly test your emails and email templates for accessibility and make necessary adjustments to meet ADA standards.