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 and Technology (IT). All Emma access and support is managed and administered by Information and Technology at SJSU. 

To request access, submit this Emma Access Request Form to IT. 

University Advancement uses GiveCampus for email marketing to both the campus community, alumni, donors and the public and specific units of Academic Affairs (e.g., Enrollment Management, Undergraduate Education, etc.) use Slate for contact and recruitment of prospective students and applicants. All other colleges, divisions and auxiliary organizations shall use Emma as the preferred platform of all university-related communications and may not maintain any third-party email services.

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

UMC will contact authorized users to arrange provision of Emma access through their respective college or division subaccount, and will be provided training prior to use.

Complete the Emma onboarding request form.

Emma single-sign-on link.

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.
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 Deans and Directors.
Author Can create, edit and schedule email campaigns, but Manager approval is required in order to send.  Communications or marketing specialists; community relations specialists or managers; content manager; department or unit 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, persons of interest (consultants and short-term hires); student employees.
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.