Question
How do I communicate campus-wide messages? How do I share information with the campus audiences? What communications tools are available for marketing campaigns?
Quick links:
Overview
Are you a staff or faculty member needing to get information out to the campus community, but not sure where to start with marketing? Use the guide below to help you best communicate with your audience about emergencies, news, events, or other announcements.
Are we missing a communication tool, or have suggestions, changes, or updates? Let us know! Email itscomm@mnsu.edu
Employee Communication Guide
Use this to help guide your communication when your audience is faculty and staff.
Purpose & Timing
This is the type or category of your information.
|
Channels & Tactics
This is how you can spread the information.
|
Accountability/Authority
This is who is in charge of the information.
|
|
Level 1 - Crisis / emergency
- Example: StarAlert messages, like campus closure
- When to send: Immediate notifications required
|
See the protocol and channels outlined in the established procedures for class cancelation.
For emergencies, refer to:
|
President/Provost |
|
Level 2: Administrative announcement or directives
- Example: Messages from cabinet members or on behalf of their division, like University policy changes.
- When to send: Immediate notifications typically not required but can be time sensitive
|
Highly Recommended:
- Email to All Staff list
- Employee focused email newsletters
- Social media
Other Channels:
- Update or add to website
- D2L faculty announcement (academic-related only)
- Campus digital displays
|
Cabinet member
|
|
Level 3: News
- Example: Pertinent info, news, announcements, and updates of interest to staff and faculty, like fire alarm testing
- When to send: Immediate notifications typically not required
|
Highly Recommended:
- Website news feed
- Employee focused email newsletters
- Social media
Other Channels:
- Appropriate website page update
- D2L faculty focused announcement (academic-related only)
- Campus digital displays
|
Division, college, department or program responsible or to whom the news pertains |
|
Level 4: Events
- Example: Events open to all and/or of interest to a large percentage of employees, like new student rally
- When to send: Immediate notifications typically not required
|
Highly Recommended:
- University events calendar
- Employee focused email newsletters
- Social media
Other Channels:
- Live broadcast your event
- Print promotions
- Campus digital displays
|
Division, college, department or program in charge of the event |
Student Communication Guide
Use this to help guide your communication when your audience is students.
Purpose & Timing
This is the type or category of your information.
|
Channels & Tactics
This is how you can spread the information.
|
Accountability/Authority
This is who is in charge of the information.
|
|
Level 1 - Crisis / emergency
- Example: StarAlert messages, like campus closure
- When to send: Immediate notifications required
|
See the protocol and channels outlined in the established procedures for class cancelation.
For emergencies, refer to:
|
President/Provost |
|
Level 2: Administrative announcement or directives
- Example: Messages from cabinet members or on behalf of their division, like University policy changes.
- When to send: Immediate notifications typically not required but can be time sensitive
|
Highly Recommended:
- Mav Life wall news post
- Email All Student list
- Website posting
- Social media
- Student focused email newsletters
Other Channels:
- Mav Life tile or banner
- D2L student focused announcement (academic-related only)
- Campus digital displays
|
Cabinet member |
|
Level 3: News
- Example: Pertinent info, news, announcements, and updates of interest to students, like fire alarm testing
- When to send: Immediate notifications typically not required
|
Highly Recommended:
- Website news or page update
- Mav Life wall news post
- Social media
- Student focused email newsletters
Other Channels:
- Campus digital displays
- D2L student focused announcement (academic-related only)
|
Division, college, department or program responsible or to whom the news pertains |
|
Level 4: Events
- Example: Events open to all and/or of interest to a large percentage of students, like new student rally
- When to send: Immediate notifications typically not required
|
Highly Recommended:
- Mav Life event
- Website event
- University events calendar
- Social media
- Student focused email newsletters
Other Channels:
- Mav Life wall news post
- Campus digital displays
- Live broadcast your event
- Print promotions
|
Division, college, department or program in charge of the event |
Communication Resources & Tools
Use these tactics to distribute your information across campus to different audiences.
Email Newsletters
Broad email communications that happen across campus that may be open to including additional content.
Newsletter
|
Audience/Frequency
|
Contact
|
Tool
|
| ResLife Newsletter |
- ResLife students
- Weekly during school year (Mondays)
|
Nicole Faust |
Salesforce CRM & Beefree |
| Maverick Insider |
- Students
- Weekly during semester (Sunday evening)
|
Lenny Koupal
|
Salesforce CRM & Beefree |
| New Student & Family Programs Newsletter |
- New students and their parents/family
- 1st and 3rd week of every month during school year
|
Riley Devenport |
CampusESP |
| IT Solutions “Tech Updates” Newsletters |
- All staff/faculty & all students (must be technology related)
- Beginning and end of fall and spring semesters
|
Lexi Ajayi |
Salesforce CRM & Beefree |
Print
Options for printing and distributing physical materials on campus.
Item
|
Location/Placement
|
Sizing/Quantity
|
Department/Owner
|
Contact
|
| CAN (Captive Audience Newsletter) |
Bathrooms in the CSU |
|
Centennial Student Union |
Lenny Koupal
|
| Posters – CSU |
Various around CSU |
|
Centennial Student Union |
Lenny Koupal
|
| Posters – Memorial Library |
Various around Memorial Library |
|
Memorial Library |
N/A |
| Posters – ResLife |
Residence communities |
|
ResLife |
Nicole Faust |
| Posters – Academic buildings |
General bulletins in academic buildings |
11” x 17” |
Centennial Student Union (requires stamp) |
Lenny Koupal
|
| Civility Poster Frames |
14 locations across campus (have to confirm) |
|
Marketing & Communications |
Sara Frederick |
| Security Glass Poster Cases |
Across campus |
- 11” x 17”
- 8.5” x 11”
- Max qty: 42
|
University Security |
Sandi Schnorenberg |
| Interoffice Print Mail |
N/A |
N/A |
- Creative Production & Photocopying Services
- Postal Services
|
Ryan Schuh
Tammy Trcka
|
| Dining Center Table Tents |
Dining Center |
- 4”x 6”, cardstock
- Max qty: 140
|
ResLife |
Nicole Faust
Book table tents online |
Digital Displays
Digital TV displays on campus that may be open to featuring content.
Location
|
Quantity/Specifics
|
Department
|
Owner
|
| Indoor Centennial Student Union |
Several located around the CSU |
Centennial Student Union |
Lenny Koupal
|
| Outdoor Centennial Student Union |
- North entrance
- Specs: 270px x 150px (9'x5')
- Details: Images or short videos
- South entrance
- Specs: 108px x 72px (3'x2')
- Details: Text only
|
Centennial Student Union |
Lenny Koupal |
| IT Solutions |
- 1 in Wigley Administration
- 1 near the IT Solutions Center (Lower Level CSU)
- 1 in ITS office (ML 3010)
|
IT Solutions |
Lexi Ajayi |
| Morris Hall |
N/A |
N/A |
|
Other/Miscellaneous
Other tactics that are available to explore.
Item
|
Audience
|
Description
|
Department
|
Owner
|
| The Fountain |
Faculty and staff |
Internal site for employee news, info, and events. |
N/A |
Each division is assigned a content librarian for their division Fountain page who is responsible for sharing news and events from their areas. Submit an event or submit news |
| Mav Life |
Students |
Official University mobile app. |
IT Solutions |
Most departments have their own login info. If you're not sure, get started by submitting a ticket to IT Solutions |
| D2L Announcements |
Either just faculty or all users (faculty, students, and staff) |
A short announcement may be posted, must be academic-related. |
IT Solutions |
View more about the process and details |
| University Website |
Students primary, public secondary |
View tutorials & resources |
N/A |
Most departments have website editors and publishers.
|
| CSU Blog |
Students |
Story opportunities. |
Centennial Student Union |
Lenny Koupal
Chelsea Schaffer
|
| Microsoft Teams |
Campus Communicators |
Social Media & Communications Team |
Marketing & Communications |
Sara Frederick |
| Video & Digital Media Production |
N/A |
Service to produce content: live broadcasts, events, lecture capture, podcasts, promo, etc. |
IT Solutions |
Request Service |
| University Events Calendar |
Students, faculty, staff |
Events calendar that lists campus-wide events. |
University Scheduling & Conference Services |
university.scheduling@mnsu.edu |
| Social media posts |
Students, faculty, staff |
Utilize your department’s social media platforms to share messages, ask other departments to share/repost. |
N/A |
N/A |
| Giveaways/Swag/Promo items |
Students, faculty, staff |
Explore fun tactics like branded merchandise and giveaways. |
Creative Production |
Ryan Schuh |