YMES: User Documentation

How do I get more information on the YMES application? 

YMES provides faculty the ability to send emails to students within their class rosters. Staff can also send targeted emails to specific groups of people on campus, such as students, faculty, and other staff. Emails sent from YMES use only valid YSU Office 365 email addresses.  YMES access to email the class is based on the professor being listed as primary instructor for the course in Banner. It could take up to 24 hours for YMES access to be granted.   

• Faculty can send roster-based emails to students in the courses they teach.
  • Emails can be sent to students from the current semester, from two prior semesters, or from the next semester when we are within two months of the start of the next semester
  • In the event your course is not yet listed in YMES, class email functionality is also available via Self-Service Banner.  The Summary Class List application, on the Faculty Services tab also has this ability. 
    • Instructions to navigate to Self Service Banner Summary List is here:  https://ysu.teamdynamix.com/TDClient/2000/Portal/KB/ArticleDet?ID=115702
• The BCC email field is used for all recipient email addresses so that no recipient can reply to all.
• The CC email field is populated with the senders Office 365 email address and includes statistics related to the number of recipients the email was sent to.
• There is an option to download a CSV file containing the recipients’ names, email addresses, and Y numbers. CSV files can be opened with Microsoft Excel.

YMES has the ability to target specific campus buildings for emailing, although this is not widely used. 

Access YMES here

Dean and Chair – Grant or Revoke Access to Individual Programs

The dean and chair of the department can grant access to individuals for specific programs. This also includes the interim dean, interim chair, and administrative and executive assistants to the dean and chair. For example, a dean may want an individual to be able to send emails to all students in the Mechanical Engineering and Civil Engineering programs.  

To Grant Access

1. Click the downward caret (arrow) next to your name in the top right corner of the screen.
2. Click Settings.
3. Scroll down to Grant Access to Programs.
4. Select a program on the left and a person on the right.
5. Click Grant.

To Revoke Access

1. Click the downward caret (arrow) next to your name in the top right corner of the screen.
2. Click Settings.
3. Scroll down to Grant Access to Programs.
4. Click Revoke next to the user you want to revoke access for.

Notes:

• The dean or chair can grant more than one program to a single person by repeating this process.
• An individual who is granted access to individual programs will be able to send emails to students in those programs under their own name. The dean or chair’s name will not appear in the FROM email field.

Faculty and Staff – Grant or Revoke a Proxy 

Faculty and staff can grant a proxy to individuals to have full access to all programs he/she has available to them. A faculty member is identified when they are listed as an instructor for a course anywhere between two terms prior to the current term and two terms into the future. For example, a dean may want his administrative assistant to send emails on his behalf (from the dean) to all students in that college. The dean would assign this person as a proxy.   

To Grant a Proxy

1. Click the downward caret (arrow) next to your name in the top right corner of the screen.
2. Click Settings.
3. Scroll down to Proxies.
4. Select a user in the box next to the red Add button.
5. Click Add.

To Remove a Proxy

1. Click the downward caret (arrow) next to your name in the top right corner of the screen.
2. Click Settings.
3. Scroll down to Proxies.
4. Select the checkbox(es) next to the user(s) you want to revoke access from.
5. Click Remove Selected (located at the top right; this is hidden until at least one checkbox is selected)

Automatic removal of a proxy occurs when the proxy granter no longer has access to YMES.

Notes:

• Faculty will remain active in YMES for one year past their job end date.  
• Proxy users can send emails to students under the faculty/staff member’s name which assigned them as a proxy. The proxy user’s name will not appear in the FROM email field.

Graduate Programs

Graduate programs fall under the College of Graduate Studies.  Dean and Chairs in this department have the ability to send YMES emails to graduate students in specific graduate programs.  Deans and Chairs in undergraduate departments are not automatically granted YMES access to email graduate students.    
In order for undergraduate Deans and Chairs to email graduate students in YMES, they must first request the Graduate College Dean or Chair to grant them access to the individual graduate programs.
 

Primary and Secondary Instructors in Banner

When a course is designed with multiple instructors, only the primary instructor has the ability to send YMES emails.  Options for the secondary instructor to email the class are below: 

• On the Self Service Banner, Faculty Service tab, use the Faculty and Advisor screen to email students in a class.  Instructions to navigate to Self Service Banner for email capability is here:  https://ysu.teamdynamix.com/TDClient/2000/Portal/KB/ArticleDet?ID=115702  
• Work with the Registrar to change the professor to the primary instructor.
   

Special Privileges 

YMES special privileges are only available with approval from the public information officer (PMO). Once approval is granted, the PMO will notify IT to grant the additional privileges. The following special privileges can be requested:

1. Send to all of campus (faculty, staff, students, and retirees).
2. Send to all faculty.
3. Send to all staff.
4. Send to all students.
5. Send to specific bargaining unit members and supervisors.
6. Send to all chairs.
7. Send to all deans.
8. Proxy access to the following special accounts:
   • MyYSU Personal Announcement
   • YSU Academic Affairs
   • YSU Information
   • YSU News
   • YSU Service Desk
   • YSU Human Resources
   • YSU Student Experience
   • YSU Student Success
   • YSU Penguin Service Center
   • Office of the President