Access and Onboarding

San José State University Information Technology maintains an enterprise license for Emma, the preferred email platform for the university to community with current faculty, staff, and students. Emma is managed by both University Marketing and Communications (UMC) and Information Technology (IT). Complete the form below to get access to this platform.

Onboarding request form

All colleges, divisions and auxiliary organizations must use Emma as the preferred platform of all university-related communications and may not maintain any third-party email services.

There are only two exceptions to the use of Emma:

  • University Advancement uses GiveCampus for email marketing to both the campus community, alumni, donors and the public
  • Specific units of Academic Affairs (e.g., Enrollment Management, Undergraduate Education, etc.) use Slate for contact and recruitment of prospective students and applicants. 

Emma User Acknowledgements

Only provisioned and trained employees can send email campaigns through Emma to the SJSU community. Users in all roles must attend user training before accessing or sending any messages. Use of Emma is subject to several federal laws, state laws and California State University regulations.

  • As part of the FTC-enforced CAN-SPAM Act of 2003 and licensing to remove the typically required "unsubscribe" link, campus must send emails only to authorized email domains which currently includes @sjsu.edu, and @calstate.edu email addresses.
    • Unless specifically permitted by IT and UMC, campaign emails to unauthorized email domains (manually keyed in or imported via listservs) may result in suspension of access to Emma

Accessibility on Emma

  • Email campaigns should be used only for university business using the audience segments assigned to your division/department (or approved import lists managed through IT and/or UMC).
  • All campaigns will only use the provided subaccount template and follow all university editorial style/branding guidelines.
  • All users granted subaccount access shall receive training on the Emma platform that focuses on managing mailing lists and email best practices.
  • All emails must be reviewed and scheduled in collaboration with UMC to ensure proper timing and to be considerate of other communications priorities, both within SJSU, as well as from SJSU centrally.
Accessing Emma
I was a former Marketo user I am requesting access for myself or my college/division I am an Emma user and need to log in

IT will provision Emma access to authorized users through their respective college or division subaccount, and UMC will provide training prior to use.

Complete the Emma onboarding request form.

Emma single-sign-on link.

Subaccounts

Users of Emma at SJSU will be assigned access to designated "subaccounts" in the Emma platform determined by job function and will draft and send emails through that provisioned subaccount. Users may be assigned more than one subaccount, depending on their job function(s). 

Note that Emma does not provide for folders or workspaces and limits the number of subaccounts that SJSU can provide. As such, subaccounts are maintained for all colleges and divisions and only a select number of departments - as decided by UMC - that meet the following conditions:

  1. A department is a major entity with broad student and/or employee-impact and/or services; and

  2. A department conducts a high-volume of required and/or necessary communications (regulatory, compliance, required for regular campus operations and processes, in nature) throughout the year either to the entire campus or large constituencies of our community; and

  3. Use of the department’s parent college or division banner would not make it readily apparent for the email audience the nature or content of the email and its importance or relevance to them

All departments, units, programs, center, institutes and events will use their assigned parent subaccount and select their department's provided customized template when drafting emails. Review our guidance on custom email banners- many are already provided, in Emma, in assigned templates for specific sub-departments, units and programs. All departments must follow the naming convention to stay organized in their assigned subaccount.

User Roles and Permissions

All roles must first be provisioned and must complete introductory trainings. Then, users will be assigned to the respective subaccounts to create email campaigns for their college or division.

The following are descriptions of each level of roles.

Understanding the Levels of Permissions on Emma
Role Description Example Authorized Invididual(s)
Manager Authorized at the college or division level. Provides final approval for campaigns created by staff in the Author or Editor roles.  Executive assistants to the Vice President or Dean; Senior and Associate Vice President; senior director and above; University Marketing and Communications; and select division or college staff with a prevailing need to access and update their team's roles and permissions.
Full Can create/edit and send email campaigns without additional approval by the Manager. Can also create/edit audience segments.  Executive assistants to college or division directors or college deans; other senior leadership staff and MPPs; authorized college, division or department-level communicators.
Editor Like the Author role, can create/edit email campaigns, and also create/edit audience segments. Manager approval is still required prior to sending. Communications or marketing specialists, community relations specialists or managers; content managers; department or unit communicators.
Author Can create, edit and schedule email campaigns, but Manager approval is required in order to send.  Communications or marketing specialists; persons of interest (consultants and short-term hires); student employees; all other dept./unit employees providing communications assistance support (e.g., when the primary communicator is out of office).
Response-Only No message creation or editing access, but can view campaign responses. Assistants; interns; all other department or unit staff with ancillary communications responsibilities.

All users must thoroughly review and understand the Brand Guide and the Training Guide before using Emma.