COMMUNICATIONS GUIDE

 
 

Internal Publicity

The Campus Events Calendar is populated through the EMS system used by event organizers to reserve space on campus. For more information, contact the assistant director of business services.

Campus Connection is a virtual bulletin board where Student Association clubs post events. College departments can share events there, too; email the director of campus activities for access. Items submitted to Campus Connection are automatically included in the Weekly Broadcast events listing, which is emailed on Mondays to all students, as well as faculty and staff subscribers. More information about advertising events on Campus Connection is available here.

Corq is an events calendar for mobile devices. A free download for iOS and Android, Corq automatically syncs with Campus Connection to give users up-to-the-minute information about what’s happening on campus now and what’s scheduled weeks or even months in advance. It’s easy and intuitive, with scrollable, color-coded entries, and filters to find events in different categories like “Athletics” and “Arts & Music.” Putting this Corq badge on your promotional posters or flyers will encourage others to get the app and help drive traffic to your event.

Electronic signs: Events submitted to the Campus Connection are included on the signboards outside Wilsbach and Fine Arts. Items must be submitted at least 10 days in advance. For more information, contact the director of campus activities. To advertise an event on the electronic sign outside the Hunt Union, contact the director of the Hunt Union.

The college, as part of our continued partnership with Oneonta Public Transit (OPT), has purchased the rights to advertise on the inside of all OPT buses. Display an ad in Oneonta Public Transit Busses.

The myOneonta portal includes announcements that can be targeted toward students, faculty/staff or both. Departments that do not have staff authorized to post portal announcements may send items to the Division of Finance & Administration secretary.

The Daily Bulletin is a news blog for faculty and staff. Submit items to bulletin@oneonta.edu. With the exception of items referencing events that have already occurred, all items submitted to the Bulletin will appear in the weekly Bulletin email, which is distributed mid-week to all employees.

The sending of mass email to campus-wide listservs (for example, all employees or all students) is restricted to authorized users. Here is the process for pursuing authorization:

  1. Identify the listserv(s) to which you wish to send email (e.g., ALL_EMPLOYEES, ENROLLED_STUDENTS, etc.).
  2. Send an email stating “I request access allowing the [email account name] to send to [listserv(s)]” to the Cabinet-level administrator of your unit, who may approve or decline your request.
  3. For you to gain authorization, the Cabinet-level administrator of your unit (or designee thereof) must grant approval via email to the IT Service Desk, Cced to you and the Office of Communications.
  4. If your Cabinet-level administrator approves your request, the IT Service Desk will generate a ticket for appropriate Information Technology Services staff to execute your request, and then close the ticket afterward.

The Office of Communications offers the following guidance on the mass email functionality and use.

Best Practices

  • Mass email is an effective tool for distributing content quickly and broadly. This capability is best when used in service to your audience to announce or share information related to matters of institutional significance, for example: a team winning a championship; last-minute changes to an event program; an open forum; or a disruption affecting many people campus-wide.
  • Keep you message brief. Where appropriate, link your message to more detailed content on the college’s website.
  • Optimize for the web any graphic embedded in your message.
  • Write for clarity when composing your subject line.
  • Request a sponsored account if you are sending mass email on behalf of a group or unit. This clarifies for recipients whose message they are reading.
  • Especially if sending from a sponsored account that is not regularly checked, include a link for recipients to click or phone number to call if they wish to reply.

What to Avoid

  • Sending routine messages to listservs repeatedly may lead recipients to designate you as a junk sender, which will negate your ability to communicate via mass email. Mass email is not a substitute for the Bulletin or other channels.
  • Attaching documents to a mass email can consume an excessive amount of server space. Instead of sending an attachment to hundreds or thousands of recipients, create a webpage for its content and then embed a link to that webpage in your mass email. Or, if your attachment is text, such as a Word document, consider copying its contents into the body of your mass email.
  • Writing in ALL CAPS or underlining to stress importance is a throwback to the age of typewriters. It’s better to use either bold or Italic type for emphasis, but don’t overdo it. Remember: when everything’s important, then nothing is.
  • Exclamation points are best used sparingly, and never one after another.
  • Beginning the body of your mass email with a memo style heading will duplicate the information in and above the subject line.