Mass Email Distribution Request

Mass Email Distribution Request Form

*NEW* (effective immediately)


If have trouble claiming and/or accessing your 
CUNY-Hostos account,
please contact IT Helpdesk @ 718-518-6646. 

Effective January 2021, the Office of Academic Affairs is implementing a new policy for sending emails to the mass email distribution lists such as the Hostos Distribution List, Student Distribution List or List of Teaching Faculty, to name a few.

Any member of the campus community who wishes to broadcast an announcement from the Office of Academic Affairs email box, using an OAA banner, must make the request using the Mass Email Distribution Request Form (linked above).
Mass Email Distribution Lists include, but are not limited to,
  • Hostos Distribution List (HDL)
  • Higher Education Officers List (HEOL)
  • List of Teaching Faculty (LoTF)
  • Adjunct Faculty List (AL)
  • Student Distribution List (SDL)
About the Form
The form is powered by Microsoft Office 365. All Hostos/CUNY members are entitled to a free account. Members of the campus community can claim an account by going to and signing in using CUNYFirst username and password. Anyone with trouble claiming an account should contact IT helpdesk for assistance (

Why do we have to use the request form?
Academic Affairs receives requests from departments, offices, and programs throughout the Division of Academic Affairs. Submitting a form helps the sender and our office. The form helps the sender think through the elements of the message being created to send to the larger campus community. The form also helps Academic Affairs prioritize submissions and respond efficiently to the many requests being received.
What is the intention of the request form?
The intention of this form is to improve communication with the campus community.
Why is a Word document required?
The sender should include the entire message in a Word document. Academic Affairs will copy and paste the message exactly as it appears in the Word document. Only text can be sent to the campus community. Any material included in the Word document that is not text will not be included in the outgiong message.
Where can I find the request form?
The Mass Email Distribution Request Form link is accessible from the Office of Academic Affairs main menu options.
How far in advance should I submit the request form? 
 Please submit the request a minimum of 5 business days in advance of the first date you want the announcement to be circulated.
What platform is used to power the request form?
The form is powered by All CUNY employees are entitled to a free account. The Office of Information Technology can provide support to any Hostos users who need assistance with claiming a CUNY account.

What happens after logging into
After logging into, the form will prompt the requestor to identify her/himself by name, department, and contact number. Then, ask the user to indicate the following:
  • distribution list/s that should receive the message
  • campus members who should receive a electronic copy of the message
  • subject of the email
  • body/text of the message*
  • attachments to be included**
  • ADA compliance**
  • date/s for distribution***
  • alignment with college mission****
*The body of the message should appear directly in the text box included in the form or on a Word document that you attach to the online form. The body of the email should include all the information that the sender would like to communicate. No photos, logos, symbols are permitted. Zoom addresses but not passwords or meeting codes. The requestor’s full name and contact information should be included in the outgoing message as well.

**Outgoing messages must be smaller than 500MB. No attachments will be sent. The message text must be ADA complaint or cannot be sent.

***If more than one date for circulation is requested, all dates should be included and separated by commas. OAA reserves the right to make the final decision about the number of times the same announcement is circulated.
****Answering the Mission Alignment question gives the requestor an opportunity to show how the activity/event aligns with the college mission and/or mission themes. Multiple themes may be selected.
Questions and Concerns or Complaints?
If you have any questions, concerns, or complaints about the policy, please contact Office of Academic Affairs by sending your contact information and concern to Please allow a minimum of 5 business days to receive a response.