UWA Staff

Sending mail to student email lists

The UWA staff site provides easy access to information for new and current staff. This includes procedures and planning, Human Resources, the induction process, Financial Services, Research and Teaching and Learning, as well as details of facilities, parking and transport information, and all about UWA’s social side.

Further information

  • Contact IT support
  • Email list administrators

There are many instances when UWA staff need to send emails to large groups of students.

However, the student e-mail system has thousands of mailboxes and inappropriate use of mailing lists has the potential to cause massive disruption to communications with these students. Follow these guidelines for contacting large groups:

Whole of student body announcements
Messages relevant and appropriate for the entire student cohort (over 35,000 people including UG, PG, offshore, cross-institutional, and recent graduates, can be sent by emailing all-students@uwa.edu.au. These instances are largely reserved for strategically important and timely/urgent messages, mainly those sent by members of the Executive. They require sign-off by the Associate Director, Student Communications and Engagement.
Research participants and survey administration

Large-scale and strategically important UWA surveys (such as the University Experience Survey (UES), Australian Graduate Survey (AGS), and Student Unit Reflection Survey (SURF), etc.) are administered to UWA students according to an established and pre-agreed annual cycle. It is therefore not typically possible to circulate other surveys to the entire student cohort.

Research projects with UWA ethics clearance are not eligible for all-student or all-staff emails. The Communications Team does not facilitate access to the UWA Student Information System or offer a direct-email service for research projects and surveys.  Researchers should instead submit their request for participants online through the employer login in CareerHub by adding a new ‘job’, and the notice will subsequently appear on the Guild Volunteering website. In addition to CareerHub, staff and students seeking research or survey participants should consider other channels including Guild Weekly. These channels allow students to ‘opt-in’ to relevant and appropriate projects. Student life promotes the Guild Volunteering website to students each fortnight, highlighting new projects and deadlines.  

Progression Outcomes
Large-scale emails relating to student progression and transition are sent by Student Life. Emails relating to Faculty-, School- or Unit-specific issues should be sent by content-owning staff within those areas. It is not possible to send smaller-scale emails relating to student progression from the communications email address.
Promotion of events, services and facilities
There is high demand for access to student email to promote services, events and facilities on campus, many of which are a key aspect of the UWA student experience; however, we are unable to send your message from our central address. This is now reserved for official communications relating to student progression and education. We are also unable to provide you with student data (names and email addresses) in a spreadsheet, as it is likely there are staff in your area who have access to this information.

We can share our message via our websites, social media and other channels. We would be happy to work with you to develop content that may appeal to students via these channels. You may also be interested in using Guild Weekly during semesters.

Disclaimer

  1. Information Services reserves the right to restrict the service at any time without notice
  2. Information Services provides no guarantee that mail send to student addresses being delivered or read
  3. Information Services can only provide limited support, advice and clarification on the use of the system