Policy 7.0.0: Targeted Announcements
August 25, 2008 9:30 am | Author: Jessica Johnson | Filed Under LioNet Policy |
Policy 7.0.0: Targeted Announcements
LioNet has the ability to communicate with specific groups of campus entities through the use of Campus or Personal Announcements by means of a targeted announcement process. In order for this service to be effective, certain procedures are necessary to define communication parameters. Training for use of the targeted announcement process is mandatory.
Procedure 7.1.0: Announcement Types Defined; Distinguished from Email Messages
Campus Announcements are defined as announcements that are sent to the entire University community and appear on the LioNet home tab as content announcements linked within the Campus Announcements channel. Information that qualifies as a Campus Announcement must be of interest to multiple roles, (i.e. student, faculty and staff). Topics might include: major campus events, weather related or closing information, campus health and safety issues, technology alerts and outages.
Personal Announcements are defined as announcements that are delivered to entity subsets based on selected role, major, course, and/or group attributes and appear within the Personal Announcements channel and/or entity mailbox. By default, Personal Announcements are to be sent for display in the Personal Announcements channel of LioNet. This method should be used for most announcements related to activities or other general information.
Email Messages are messages sent through the official University email system.
Email shall only be used when the announcement requires the recipient to take action, respond or meet a deadline.
Procedure 7.2.0: Announcement Administrators
Announcement Administrator rights will be granted to the Chair of the Intranet Strategy Committee and the Director of University Relations and Marketing. Administrator rights will be granted to others at the discretion of the previously named individuals. Authority to post targeted announcements will only be granted upon completion of a mandatory training session. Training will be provided by the Intranet Strategy Committee.
Procedure 7.3.0: Style Guidelines for Targeted Announcements
Although targeted announcements are “internal” in the sense that they are only received by faculty, staff, students, alumni, and other University related entities, care should be taken to ensure that the text is composed using an appropriate tone or attitude. Targeted announcements are meant to be both informative and cordial in their composition. Blunt statements and brash directives should be avoided. Announcement administrators are responsible for their content. In general, announcements should not be made for activities or events concerning entities, clubs, or organizations not chartered or approved by the University.
Procedure 7.3.1: Images
Images are not allowed in targeted announcements.
Procedure 7.3.2 Targeted announcement guidelines
Each announcement will follow these standard guidelines:
1. Title - the title of the announcement shall be short (limited to 50 characters), but clear enough to convey the subject of the announcement linked to it. Since it is a title, proper punctuation rules apply.
2. Announcement body - the text of the announcement shall be brief, generally around 50 to 75 words, and include all necessary items such as time, location, room, etc. A point of contact (name, department, and phone or University email address) for more information is required. Links to full announcement information are encouraged.
3. “By line” - in addition, a “by line” stating who posted the announcement shall be included within each announcement. For example, Posted Wednesday, April 14, 2007 by Kelly Wilson. The by-line shall be the last sentence of the announcement.
4. Expiration date - all announcements must have an expiration date no longer than seven (7) days after posting or not past the date of the event, deadline or activity being announced.
Procedure 7.4.0: Inappropriate Announcements
Announcements that are fraudulent, harassing, defamatory, obscene, threatening, or in violation of University policies, local, state and federal laws will not be posted. Messages that meet one or more of the previously stated criteria will be removed immediately by the Chair of the Intranet Strategy Committee or the Director of University Relations and Marketing. The announcement administer who posted the inappropriate announcement may be subject to further sanctions through appropriate and applicable University channels.
Procedure 7.5.0: Number of Permitted Announcements
A limit of twelve (12) announcements will be maintained in order to regulate the volume of announcements in effect at any given time.
Procedure 7.5.0: Use of build attributes tab
Announcement administrators may target announcements using the selection criteria available on the “Build Attributes” tab in the announcement process interface.
The following stipulations apply:
1. The use of the “Imported Group” attribute must be handled carefully and used by individuals properly trained.
2. The use of the “Role” attribute shall occur when the announcement affects or is of interest to at least 30% of the role’s members.
3. The use of the “Major” attribute shall occur when the announcement affects or is of interest to students enrolled in the identified major. The use of this attribute requires the posting party to be familiar with the major.
4. The use of the “Community Group” attribute shall occur when the announcement affects or is of interest to entities with a stated interest in the topic as evidenced by their group membership. The use of this attribute is strongly discouraged via the targeted announcements process utility. Announcements of this nature shall be sent via the Community Group Announcement tool by the Community Group leader.
Procedure 7.5.0: Maintenance
Global delete and modify permissions for announcements are available to every authorized administrator. In general, only the chair of the Intranet Strategy Committee and the Director of University Relations and Marketing will use these tools.
LioNet has the ability to communicate with specific groups of campus entities through the use of Campus or Personal Announcements by means of a targeted announcement process. In order for this service to be effective, certain procedures are necessary to define communication parameters. Training for use of the targeted announcement process is mandatory.
Procedure 7.1.0: Announcement Types Defined; Distinguished from Email Messages
Campus Announcements are defined as announcements that are sent to the entire University community and appear on the LioNet home tab as content announcements linked within the Campus Announcements channel. Information that qualifies as a Campus Announcement must be of interest to multiple roles, (i.e. student, faculty and staff). Topics might include: major campus events, weather related or closing information, campus health and safety issues, technology alerts and outages.
Personal Announcements are defined as announcements that are delivered to entity subsets based on selected role, major, course, and/or group attributes and appear within the Personal Announcements channel and/or entity mailbox. By default, Personal Announcements are to be sent for display in the Personal Announcements channel of LioNet. This method should be used for most announcements related to activities or other general information.
Email Messages are messages sent through the official University email system.
Email shall only be used when the announcement requires the recipient to take action, respond or meet a deadline.
Procedure 7.2.0: Announcement Administrators
Announcement Administrator rights will be granted to the Chair of the Intranet Strategy Committee and the Director of University Relations and Marketing. Administrator rights will be granted to others at the discretion of the previously named individuals. Authority to post targeted announcements will only be granted upon completion of a mandatory training session. Training will be provided by the Intranet Strategy Committee.
Procedure 7.3.0: Style Guidelines for Targeted Announcements
Although targeted announcements are “internal” in the sense that they are only received by faculty, staff, students, alumni, and other University related entities, care should be taken to ensure that the text is composed using an appropriate tone or attitude. Targeted announcements are meant to be both informative and cordial in their composition. Blunt statements and brash directives should be avoided. Announcement administrators are responsible for their content. In general, announcements should not be made for activities or events concerning entities, clubs, or organizations not chartered or approved by the University.
Procedure 7.3.1: Images
Images are not allowed in targeted announcements.
Procedure 7.3.2 Targeted announcement guidelines
Each announcement will follow these standard guidelines:
1. Title - the title of the announcement shall be short (limited to 50 characters), but clear enough to convey the subject of the announcement linked to it. Since it is a title, proper punctuation rules apply.
2. Announcement body - the text of the announcement shall be brief, generally around 50 to 75 words, and include all necessary items such as time, location, room, etc. A point of contact (name, department, and phone or University email address) for more information is required. Links to full announcement information are encouraged.
3. “By line” - in addition, a “by line” stating who posted the announcement shall be included within each announcement. For example, Posted Wednesday, April 14, 2007 by Kelly Wilson. The by-line shall be the last sentence of the announcement.
4. Expiration date - all announcements must have an expiration date no longer than seven (7) days after posting or not past the date of the event, deadline or activity being announced.
Procedure 7.4.0: Inappropriate Announcements
Announcements that are fraudulent, harassing, defamatory, obscene, threatening, or in violation of University policies, local, state and federal laws will not be posted. Messages that meet one or more of the previously stated criteria will be removed immediately by the Chair of the Intranet Strategy Committee or the Director of University Relations and Marketing. The announcement administer who posted the inappropriate announcement may be subject to further sanctions through appropriate and applicable University channels.
Procedure 7.5.0: Number of Permitted Announcements
A limit of twelve (12) announcements will be maintained in order to regulate the volume of announcements in effect at any given time.
Procedure 7.5.0: Use of build attributes tab
Announcement administrators may target announcements using the selection criteria available on the “Build Attributes” tab in the announcement process interface.
The following stipulations apply:
1. The use of the “Imported Group” attribute must be handled carefully and used by individuals properly trained.
2. The use of the “Role” attribute shall occur when the announcement affects or is of interest to at least 30% of the role’s members.
3. The use of the “Major” attribute shall occur when the announcement affects or is of interest to students enrolled in the identified major. The use of this attribute requires the posting party to be familiar with the major.
4. The use of the “Community Group” attribute shall occur when the announcement affects or is of interest to entities with a stated interest in the topic as evidenced by their group membership. The use of this attribute is strongly discouraged via the targeted announcements process utility. Announcements of this nature shall be sent via the Community Group Announcement tool by the Community Group leader.
Procedure 7.5.0: Maintenance
Global delete and modify permissions for announcements are available to every authorized administrator. In general, only the chair of the Intranet Strategy Committee and the Director of University Relations and Marketing will use these tools.
