Campaigner is an email campaign solution provided by the Office of the CIO for sending emails to groups of individuals. Common use cases include sending newsletters and marketing events (e.g. register for an event). Here are some of the features:

• Send identical messages to many individuals, simultaneously
• Send from @mun.ca addresses
• Build and manage contact lists
• Subscribe and unsubscribe by email recipients
• Use email templates
• Review analytics such as delivery success
• Integrated with Memorial’s email environment to improve delivery success rates

Campaigner is not to be used for sending any personal, sensitive, or confidential information. If you have questions about whether this tool will meet your needs, please contact the IT Service Desk.

Eligibility and requesting access

Campaigner is currently provided as a pilot and is currently available at no additional cost to eligible units. Depending on usage, a charge-back model may be implemented in the future.

Unit heads can request one admin account for their unit. Admin account holders can add additional users from their unit to access Campaigner. To request access to Campaigner, unit heads can email the IT Service Desk at help@mun.ca with the following information:

• Describe why you need Campaigner
• Describe who you need to send email to
• Describe the types of information you will send
• Describe who will manage your unit’s admin account and manage access for your unit
• Identify the average and maximum monthly number of emails your unit will send (Memorial’s subscription is volume-based and requires units to plan accordingly)
• Acknowledge you have read and agree to the Terms and Conditions of Use below

Terms and Conditions of Use

1. Memorial policies and procedures are to be followed when using Campaigner.
2. Campaigner is to be used only for the purposes of conducting the core business and functions of the university. Campaigner is not to be used for personal use or any non-Memorial related use.
3. Campaigner is not to be used to send sensitive, confidential or personal information. Consult with the Office of the CIO to discuss options if this is a requirement.
4. Use of Campaigner must comply with Canada’s Anti-Spam Legislation.
5. Campaigner is a cloud-based service currently available at no additional cost to eligible units. Depending on usage, a charge-back model may be implemented in the future.
6. Campaigner provides the ability to send emails based on a monthly quota. Users are responsible for working within this quota. In the event an increase in quota is required, a new request must be made by providing rationale for the increase in quota.
7. Campaigner will store messages sent through a Campaigner account, reports and other information for at least one year. Users are responsible for downloading and storing anything they wish to keep beyond one year in an alternate storage location.
8. Campaigner will maintain contact lists while the account is active.
9. Campaigner admin users are responsible for managing the activity of any users they add and for removing access when it is no longer required.
10. Campaigner users are responsible for keeping contact lists up to date and removing/updating email addresses regularly (i.e. at minimum every 6 months).
11. All Campaigner users and admins must enable multi-factor authentication (MFA) on their accounts.
12. Failure to adhere to these terms and conditions may lead to the removal of a user’s Campaigner account or other remedial action.
13. This service is available to users due to Memorial University’s participation in a licensing agreement with Campaigner. If the university terminates this participation, this service will no longer be available through this licensing agreement to users.
14. Given that this service is operated by Campaigner, access to this service may be suspended temporarily and without notice for reasons beyond the control of Memorial.

Important – email list cleaning

It is extremely important that all users of Memorial’s Campaigner keep their lists of email contacts “clean”. A clean email list maintains our sender reputation and increases email deliverability rates for all Memorial users. Users who do not keep their lists clean can impact delivery success for all users so following the best practices listed below is critical.

1. Review Your Email List Regularly
   The first step in cleaning your email list is to review it regularly. You should review your email list at least once a quarter to identify inactive subscribers, invalid email addresses, and other issues. This will help you maintain a healthy email list and avoid sending emails to people who are not interested in hearing from you.

2. Segment Your Email List
   Segmenting your email list can help you target your email campaigns more effectively. By segmenting your email list, you can send more targeted emails to specific groups of people. This will increase your open rates, click-through rates, and overall engagement.

3. Remove Inactive Subscribers
   Inactive subscribers can hurt your email deliverability rates and your sender reputation. If someone hasn’t opened any of your emails in the past six months, it’s safe to assume that they are no longer interested in hearing from you. Remove these subscribers from your email list to keep it clean and healthy. Inactive subscribers can be monitored using the segmentation function in Campaigner. By filtering to see which of your subscribers hasn't clicked or opened an email in the past few months you would be able to create a list of contacts that are safe to eliminate from your contacts list. Segments in Campaigner have so much functionality, there are so many things you can do with them. You can sort your contacts any way you can think of. Using custom fields in your contacts information paired with segments is incredibly powerful as well! 

4. Use Double Opt-In
   Double opt-in is a process where subscribers confirm their email address before they are added to your email list. This ensures that the email addresses on your list are valid and that the people on your list want to hear from you. Use double opt-in to keep your email list clean and healthy.

5. Monitor Your Email Deliverability Rates
   

   Monitoring your email deliverability rates can help you identify issues with your email list. If your email deliverability rates are declining, it may be a sign that you need to clean your email list. You can monitor your email deliverability rates via email campaigns and auto responder reports that provide statistics that represent both soft and hard bounces. You can drill down on each statistic to find out which contacts have email addresses for which deliverability issues occurred.   

In conclusion, cleaning your email list is an important step in maintaining a healthy email marketing campaign. By reviewing your email list regularly, segmenting your email list, removing inactive subscribers and invalid email addresses, using double opt-in, and monitoring your email deliverability rates.

You can also view a webinar for additional information.