Sending UniSA emails from a third-party vendor application

If you use a third-party vendor application or mass mailing service such as Mailchimp or SendGrid to send communications from a UniSA email address, your messages will not reach the intended recipient until we set up and validate SPF, DKIM, and DMARC.
 
Please be advised emails from a third-party vendor application or email service provider must be sent from a dedicated subdomain e.g. @subdomain.unisa.edu.au. This will ensure email deliverability while protecting the reputation of our root domain.
 
To ensure that your emails continue reaching the intended recipients, please follow these steps:

• Choose an appropriate subdomain that clearly identifies your organisational unit. Please note the proposed subdomain is subject to CMK’s approval. CMK oversees the UniSA domain and ensures it’s used properly to protect our brand. This process will be assisted by ISTS.
• To make sure your emails are not blocked or marked as spam, you’ll need to provide two types of records: SPF (Sender Policy Framework) and DKIM (DomainKeys Identified Mail). Your third-party service will give you the details required to set these up.

Contact the IT Help Desk to register your email system and to add the required records to support email authentication for the nominated subdomain. Your request should include:

• Subject of the email should be: Registering third party vendor application for staff email
• The subdomain you want to use e.g. @edm.unisa.edu.au.
• SPF and DKIM information from the vendor.
• The name of the application or service.
• The email address that will be used e.g. enquiries@subdomain.unisa.edu.au.
• A brief description of who will receive these emails.

Email Template for Requesting SPF and DKIM Records

Below is a sample email you can send to the vendor to request the necessary details:

Dear [Vendor's Name],

We are planning to use your service to send emails from our UniSA email address using the subdomain [subdomain.unisa.edu.au]. To ensure our emails are delivered successfully and not marked as spam, we need to set up SPF and DKIM records for this subdomain.

Could you please provide us with the following information:

• The SPF record details
• The DKIM record details

These records are necessary for us to add to our DNS settings and to verify that the emails are sent from an authorised source.

Thank you for your assistance.

Kind Regards,
[Your Name]