E-NEWSLETTER PROCEDURES
1. Schedule your newsletter launch date(s) with the Web Team.
Many Loyola community members are scheduled to receive more than one newsletter, and we want to be sure their inboxes are not receiving multiple e-mails from Loyola within the same timeframe. All departments/units are required to submit to the Web Team the projected dates for sending e-newsletters during academic year. The Web Team will maintain a master calendar, which will contain all e-newsletter launch dates for the university.
E-newsletter master calendar system
- Each department/unit will have access to send their newsletters during a specific period of time according to the master calendar for e-communications. Parameters will be set in the system, which will specify when the department/unit can send the e-mails. A 72-hour delay between mass e-newsletters/mass emails is required.
- If a department misses the opportunity to send the e-mail within the specified time, they may contact the Web Team to determine if mailing late would interfere with the next scheduled e-mail communication. If the late mailing presents a problem, the launch date for the e-newsletter will default until the next scheduled e-newsletter date indicated on the master calendar for that department.
- No email communications shall be sent on Fridays, Saturdays, or Sundays.
2. Prepare your newsletter content.
- Use the University Editorial Style Guide located at: http://www.loyno.edu/ia/publications/publications_policy_book/table_contents.html . It is a handy guide online and has an A-Z index for easy reference.
- Make sure that any online content that you want to link to (your departmental web pages, external web pages) are up-to-date.
- Try to keep the text limited to one paragraph for featured stories on the main page of the newsletter. At the end of the paragraph the viewer will click on the word More or Click Here to access the rest of the text. (If the stories are lengthy, it makes the page too long and some people would rather click off the site than continue to scroll down.) So, the challenge is to get the most out of your first paragraph and "grab" their attention to read on....
- Check content for irregular mark-up characters that may not be translated properly through some browsers. In particular, apostrophes may be misinterpreted by the browser an replaced with a small boxes or totally deleted. Replace each apostrophe with a single 'tic' mark (located to the left of the ENTER key) before sending to be proofed.
3. Submit e-newsletter content for approval.
- Send out a test e-newsletter to the Web Team at webteam@loyno.edu, and to the selected unit staff, at least 48 hours (2 business days) prior to the launch date. By sending the e-newsletter to the Web Team at webteam@loyno.edu, the contents will be checked for grammar and editorial style, and any necessary corrections will be made. Please make certain that all links contained in the e-newsletter are pointing to web pages with current and updated the information. E-newsletters containing links pointing to outdated or inaccurate information will have a delayed launch date.
4. Send out newsletter.
Note* Should any of these policies not be adhered to, the Web Team reserves the right to rescind the department's ability to send mass html emails/newsletters.
LISTSERV OPTIONS AND PROCEDURES
STUDENT, STAFF,& FACULTY LISTSERVS
(E-mails to loyno.edu email addresses)
- New listservs for students will be requested at the beginning of each academic year.
- E-mails sent specifically to all faculty, staff and students will be sent by John Bolles. (These should be limited.)
- To initially set up the listserv (for non loyno.edu e-mail addresses) the department/unit will request that Mike Klein set up a moderated listserv for their mailing, by sending an e-mail to klein@loyno.edu with the following information included:
- a text file of all the e-mail addresses
- a proposed name for the listserv
- a password for the listserv
- Klein will e-mail the department/unit once the listserv has been created
After the initial listserv is established by Mike Klein,(email: klein@loyno.edu) each unit will maintain the list by adding and/or deleting names from the list by using a web file management system created by John Bolles.
SEGMENTED GROUPS FOR EMAIL LISTSERVS
STUDENTS:
(KATHY GROS (email: kgros@loyno.edu) HAS SET UP LISTSERVS BY COLLEGE)
Social Sciences - undergraduate traditional |
col-u-ss |
Social Sciences - undergraduate non-traditional |
col-u-ssn |
Social Sciences - graduate students |
col-g-ss |
Humanities -undergraduate traditional |
col-u-hn |
Humanities -undergraduate non-traditional |
col-u-hnn |
Humanities - graduate students |
col-g-hn |
Business - undergraduates |
col-u-bu |
Business - graduate students |
col-g-bu |
Music & Fine Arts - undergraduates |
col-u-ma |
Music & Fine Arts - graduate students |
col-g-ma |
PARENTS:
Social Science -Undergraduate traditional parents |
ss_parents |
Humanities - Undergraduate traditional parents |
hn_parents |
Business - Undergraduate parents |
bu_parents |
Music & Fine ArtsUndergraduate parents |
ma_parents |
ADMINISTRATORS:
Includes: President, Provost, Assistant Provosts, Vice Presidents, Deans, Associate Deans, Associate Vice Presidents, Admissions Directors, Director of Mission & Ministry
FACULTY AND STAFF:
E-newsletters to all faculty and staff should be limited to very rare occasions, simply because of the number of emails each segment will receive and must be sent through John Bolles. jabolles@loyno.edu
ALUMNI
(GET LIST FROM MARTHA BODKER (email: bodker@loyno.edu) AND SEND TO MIKE KLEIN)
BOARD OF TRUSTEES
Contact Sr Annie Ramagos (email: ramagos@loyno.edu)
