• Only secure, university-issued or approved email accounts should be used, such as @wisc.edu, @medicine.wisc.edu or @uwhealth.org accounts. Personal email accounts, such as @gmail.com, may not be used. Use encrypted email if possible.
• Email addresses must not include references to health information or other potentially sensitive, private information (e.g., parkinsonsresearch@wisc.edu).
• Protocols or applications must describe how email will be used, including the source of email lists, targeted populations, frequency of emails, and methods for potential participants to remove themselves from the email list.
• The following disclosure language should be included at the end of all email communications with subjects for studies that may collect sensitive or health related information:
  • Email is generally not a secure way to communicate sensitive or health related information as there are many ways for unauthorized users to access email. You should avoid sending sensitive, detailed personal information by email. Email should also not be used to convey information of an urgent nature. If you need to talk to someone immediately or would prefer not to receive study communication by email, please contact [Name, Title, Phone Number].
• You will need to provide email templates used for recruitment purposes. The subject line and content of these emails should not contain any references to health information or request health information from the subject through email.
• The University of Wisconsin-Madison allows researchers to use email to send its faculty, staff, and students information about research opportunities. Information about the campus mass email service is available at: Mass Email – Getting Started.

For additional information about using email in research, please see the general communication guidelines section.