CONTENT STRATEGY GUIDE FOR ONLINE EDITORIAL AND WEBSITE

Transcription

1 CONTENT STRATEGY GUIDE FOR ONLINE EDITORIAL AND WEBSITE The Department of Media Relations and Content Strategy (MRCS), within the Office of Communications and Marketing, Institutional Advancement, provides several communications outlets for spreading awareness of news, events, and announcements with the Pratt community. This document lists the vehicles available, includes a list of frequently asked questions to help guide you through our process, and outlines supporting policies. COMMUNICATION CHANNELS Available communication channels include online editorial publications, internal mass announcements, social media, press outreach, and the events calendar on Pratt s website. Online Editorial Publications: MRCS publishes three online editorial publications: Inside Pratt, a weekly distributed to faculty, staff, and students featuring news headlines that link to content on pratt.edu (distributed monthly during the summer); Pratt News, a monthly distributed to faculty, staff, students, and alumni featuring news headlines that link to content on the pratt.edu News page (suspended during the summer); and You re Invited, a monthly events distributed to faculty, staff, students, and alumni (suspended during the summer). Please see the Editorial Channels section below for more information, including content criteria and submissions guidelines. Internal Mass Announcements: There are two ways to send an internal mass 1) Routine or time-sensitive internal mass s are sent through the e-announce system, which is overseen by Academic Computing, not the MRCS department. 2) Internal mass s are also requested by the Offices of the President, Provost, or Board of Trustees, where the MRCS team uses the marketing tool, Blackbaud NetCommunity (BBNC), to prepare and distribute s to the Pratt community. Requests for these s are made with one-week advance notice before the distribution date. Social Media: The Institute maintains a number of social media channels:

2 Facebook: facebook.com/prattinstitute Twitter: twitter.com/prattinstitute Instagram: instagram.com/prattinstitute LinkedIn: YouTube: youtube.com/prattinstitute Vimeo: vimeo.com/prattinstitute Learn more about the Institute s social media channels and guidelines. Press Outreach: The Institute contacts media outlets with Pratt-related news on an ongoing basis. If you are contacted by a member of the press or would like to pitch a story idea, please review the Media Relations Guidelines and Media Relations Protocol documents published by MRCS. Website events calendar: Campus and course-related events and exhibitions are promoted via the events calendar on Pratt s website (pratt.edu). See Scheduling and Publishing Event Details on Website (25Live) under the Website section below for more information and instructions. FAQ How do I promote an event or exhibition? Campus and course-related events and exhibitions: Campus and course-related events and exhibitions are promoted via the events calendar on Pratt s website (pratt.edu). Events and exhibitions must be entered in the Institute s events scheduling system, 25Live and flagged to appear on the calendar. For instructions, see Scheduling and Publishing Event Details on Website (25Live) in the Website section below. Events flagged to appear in the website s events calendar are considered for inclusion in the Institute s monthly events , You re Invited, which is distributed to Pratt faculty, staff, students, and alumni (see You re Invited in the Editorial Channels section below for more information). Faculty exhibitions: Submit notable faculty exhibitions to be considered for inclusion in Inside Pratt, the Institute s weekly distributed to faculty, staff, and students. details (who, what, when, where, and a link to more information) to insidepratt@pratt.edu. The deadline to submit content is noon on Thursday for distribution in the following Wednesday s Inside Pratt (see Inside Pratt section below for more information). Alumni exhibitions: alumni event details (who, what, when, where, and a link to more information) to classnotes@pratt.edu for inclusion in Class Notes. How do I share news or announcements with the Pratt community? Campus news (e.g., institutional rankings, campus-wide initiatives, program announcements): details to editorial@pratt.edu to be considered for promotion through Pratt s media channels (Inside Pratt, Pratt News, website News page, social media). Faculty/staff accomplishments (e.g., awards, fellowships, books, conference presentations): details to editorial@pratt.edu to be considered for promotion through Pratt s media channels (Inside Pratt, Pratt News, website news page, social media).

3 Student accomplishments (e.g., awards, fellowships, other recognition): details to to be considered for promotion through Pratt s media channels (Inside Pratt, Pratt News, website news page, social media). Alumni news: Submit alumni news to alumni@pratt.edu and to editorial@pratt.edu to be considered for promotion in Class Notes and through Pratt s media channels (Pratt News, website News page, social media). Death announcements: Please see Protocol for Death Announcements at Pratt Institute under Editorial Policies below. Staff changes: Please see Announcement of Staff Changes under Editorial Policies below. How do I send a mass to the Pratt community? There are two ways to send a mass to the internal Pratt community of students, faculty, and staff. 1) Routine or time-sensitive internal mass s are sent through the e-announce system, which is overseen by Academic Computing, not the MRCS department. To queue up an e-announce , subject line and text for the , along with the intended recipient group, must be submitted to division heads: the President, Provost, Vice-Presidents, and the Director of Security. Upon the division head's approval, the message must be submitted for processing at ac.pratt.edu/eannounce, which is a web form that requires login and provides boxes for content submission and drop boxes for completion. The Director of Academic Computing will manage transmission of the message including scheduling and timing. To learn more about the e- Announce system, go to: 2) Internal mass s are also requested by the Offices of the President, Provost, or Board of Trustees, where the MRCS team uses the marketing tool, Blackbaud NetCommunity (BBNC), to prepare and distribute s to the Pratt community. Request for these s are made with one-week advance notice before the distribution date by opening a job request using inmotion project management system, pratt.inmotionnow.com (if you do not have a login, contact Erica Dagley-Galea, associate director, project management, at edagley@pratt.edu to open an account. Content criteria for an internal mass includes the following: Significant news about or impacting any of the Schools, Institute, or the Pratt community as a whole Senior staff changes and/or updates See protocol for retirement and death announcements under Editorial Policies below How do I update a Pratt website page? Members of the campus community can submit requests for web content changes to the Senior Web Content Manager for review, editing, and uploading through the web-based project request system inmotion. The Senior Web Content Manager then collaborates with representatives from academic and administrative areas on content. Department chairs/deans and office directors/vice presidents serve as the ultimate point of contact for all approvals. An overview of the process is outlined below.

4 1. Go to pratt.inmotionnow.com. 2. Login or create new account. If you need an account, Erica Dagley-Galea, associate director, project management, at or call Select Website from the Select a Form menu. Supply the information requested including all URLs. 4. Add attachments with text and images, if needed. Copy text from page into a Word document. Highlight changes to existing text in yellow. 5. The Senior Web Content Manager will send you a link to the page for your approval (usually within two business days). 6. If you have any questions, please contact Luke Degnan, senior web content manager, at ldegnan@pratt.edu or How do I add examples of work (images or video) to the Pratt website? To request that examples of work (images or video) be posted on pratt.edu: 1. Go to pratt.inmotionnow.com. 2. Login or create new account. If you need an account, Erica Dagley-Galea, edagley@pratt.edu or call Select Website from the Select a Form menu. Supply the information requested. 4. All images must include caption, credit, or title where appropriate. 5. Multiple Images should be compressed together into a single file. 6. For video: The Senior Web Content Manager sends video content to Creative Services for their approval and branding. 7. For video: Once video has been approved and branded, the Senior Web Content Manager uploads it to Kaltura, Pratt s video hosting service and video content is embedded on the requested page. What should I do if I am contacted by the press or the media? See the Media Relations Guidelines and Media Relations Protocol documents published by the Media Relations and Content Strategy department, within the Office of Communications and Marketing. Who do I contact if I have a filming opportunity on campus? a. Media Coverage If the filming is for the promotion of Pratt Institute with the goal of raising its visibility, contact the Manager of Media Relations in the Media Relations and Content Strategy department, within the Office of Communications and Marketing, Amanda Blancato (ablancat@pratt.edu / ). b. Commercial If the filming does not promote/credit Pratt Institute and could serve as a rental opportunity, contact the Antoinette Perry at the Business Office (aperry@pratt.edu / ). Who do I contact with questions? For questions about communications channels and procedures, Ashley Bamman, communications and marketing manager, abamman@pratt.edu,

5 EDITORIAL CHANNELS Inside Pratt The Institute s News Source for Students, Faculty, and Staff Inside Pratt is a weekly e-newsletter that highlights student, faculty, staff, and institutional news, with headlines that link to Inside Pratt content on Pratt s website at Inside Pratt features areas of scholarship, achievement, and news. The e-publication does not serve as a means of event promotion. Distributed every Wednesday during the academic year (and monthly during the summer) Submissions should be sent to insidepratt@pratt.edu. Please include a brief description of the news item (who, what, when, where, why) and a link(s) to further information if available The deadline for Inside Pratt submissions is Thursday at noon (at the latest) for the following Wednesday s Inside Pratt e-newsletter Final drafts are routed to stakeholders for review (with deadline of Tuesday, 3 PM) Inside Pratt is distributed to faculty, staff, and students on Wednesday afternoon You re Invited The Institute s Event Listing for Alumni, Parents, Students, Faculty, and Staff Distributed Monthly (suspended over the summer) The Media Relations and Content Strategy team selects the events listed in the You re Invited The event descriptions are pulled from 25Live. Events must be entered into 25Live to be considered for You re Invited. For more information, see the Scheduling and Publishing Event Details information in the Website section below Final drafts of text are sent to stakeholders for approval You re Invited distributed to alumni, parents, students, faculty, and staff Pratt News The Institute s News Source for Alumni, Parents, Students, Faculty, and Staff Pratt News is a monthly e-newsletter that spotlights alumni, student, faculty, staff, and institutional news. It highlights five curated stories (including videos) from the Pratt website s News page, with links to the full content on the News page. It also includes a link to the events calendar on pratt.edu. The e-publication does not serve as a means of event promotion. Distributed monthly, typically on the third Thursday of the month (suspended over the summer) The Media Relations and Content Strategy team curates the News page stories that will appear in the monthly Pratt News . is distributed to alumni, parents, students, faculty, and staff

6 INTERNAL MASS ANNOUNCEMENT CHANNELS 1) Dedicated Announcements Internal mass requests are made by the Office of the President and Provost to MRCS with one-week advance notice of the distribution date. The first step is to open a job with the Office of Communications and Marketing and provide content by using the inmotion project management system, pratt.inmotionnow.com (if you do not have a login, contact Erica Dagley-Galea, associate director, project management, at edagley@pratt.edu to open an account). The s are prepared using the marketing tool, Blackbaud NetCommunity (BBNC). Mass requests are made by senior staff and deans with one-week advance notice of the distribution date. Following industry standard, BBNC s should be limited to one mass a day, unless an exception is made by the Vice President of Institutional Advancement. Prior to distribution, stakeholders will have the opportunity to review the layout and text. Also, a dedicated faculty list can be compiled, if specified. Content criteria for an internal mass includes the following: Significant news about or impacting any of the Schools, Institute, or the Pratt community as a whole Senior staff changes and/or updates See protocol for retirement and death announcements under Editorial Policies below 2) E-Announce System If there is an urgent or timely need to disseminate an internal mass to students, faculty, and staff, this can be accommodated sooner through the e-announce system overseen by Academic Computing, not the Media Relations and Content Strategy department. To queue up an e- Announce , the subject line and text for the , along with the intended recipient group, must be submitted to division heads: the President, Provost, Vice-Presidents, and the Director of Security. Upon the division head's approval, the message must be submitted for processing at ac.pratt.edu/eannounce, which is a web form that requires login and provides boxes for content submission and drop boxes for completion. The Director of Academic Computing will manage transmission of the message including scheduling and timing. To learn more about the e-announce system, go to: EDITORIAL POLICIES Announcements of Staff Changes The Media Relations and Content Strategy department, within the Office of Communications and Marketing, is responsible for informing the Pratt community of new hires and departing members, including faculty and positions within the administration, in Inside Pratt. Hires at the Chair, Dean, VP, Provost, and President levels involve a comprehensive communication effort that includes Inside Pratt, along with coverage on the News page and, when appropriate, press outreach and social media awareness. The outreach strategy is developed and executed by the Media Relations and Content Strategy department. Hires at the director level are included in Inside Pratt.

7 The President s Office can request a dedicated from MRCS for departing senior-level faculty and administrators. See Protocol for Retirement at Pratt Institute section below for more information on faculty/staff retirement or departure. Protocol for Death Announcements at Pratt Institute The Media Relations and Content Strategy department is responsible for informing the Pratt community of student, faculty, and staff deaths. The circumstances will vary and a protocol has been created to provide guidelines on the process as well as the means of communication for a range of scenarios. Initial Process In the event of tragedy, contact Director of Institute Safety and Security Bill Schmitz so that he can confirm with Police that parents/spouse of deceased have been notified Contact President s Office to ensure that they are informed of the news For faculty/staff deaths, contact Human Resources to assess the situation and learn who needs to be notified internally and by whom. Have HR send information on the deceased including bio so that communications can be drafted If the deceased is a student, contact Vice President for Student Affairs Helen Matusow- Ayres Informing Pratt Community Tragedy of Pratt faculty, staff, and student: prepare dedicated (signatory will depend on relationship to Pratt) and a post will run in Inside Pratt. Both communications will include that more information will be shared once details are confirmed on how the deceased s life will be honored. Students: prepare dedicated BBNC from Vice President for Student Affairs Helen Matusow-Ayres. Inside Pratt post to appear in Campus News section Faculty/senior-level administrators at Pratt for more than 30 years (currently employed): prepare dedicated using Inside Pratt template announcing death and funeral service (off and on campus) and post in Inside Pratt Faculty members or senior-level administrators serving less than 30 years (currently employed): post in Inside Pratt announcing death if funeral service is on campus Criteria for obituaries published in the News section of Prattfolio: Current faculty Deans, VPs, senior-level administrators Staff who have been at Pratt more than 30 years All communications need to be approved by stakeholders: Faculty: approved by chair, dean, provost Staff: approved by supervisor and VP of division Student: approved by VP of Student Affairs and parents When appropriate, spouse or family member will be sent communications to review Protocol for Retirement at Pratt Institute Faculty members or administrators who have been at Pratt for more than 30 years will be included in Inside Pratt and the Office of the President can request a dedicated that informs the Pratt community of the news. Members leaving or retiring after serving the Institute from between years are included in an Inside Pratt post. Departments may share news of members leaving or retiring with less than 20 years of service via their own lists.

8 WEBSITE (including events calendar information) 1. How to Request a web change Members of the campus community submit requests for web content changes to the senior web content manager for review, editing, and uploading through the web-based project request system inmotion. The senior web content manager then collaborates with representatives from academic and administrative areas on content. Department chairs/deans and office directors/vice presidents serve as the ultimate point of contact for all approvals. An overview of the process is outlined below. 1. Go to pratt.inmotionnow.com. 2. Login or create new account. If you need an account, Erica Dagley-Galea, associate director, project management, at edagley@pratt.edu or call Select Website from the Select a Form menu. Supply the information requested including all URLs. 4. Add attachments with text and images, if needed. Copy text from page into a Word document. Highlight changes to existing text in yellow. 5. The senior web content manager will send you a link to the page for your approval (usually within two business days). 6. If you have any questions, please contact Luke Degnan, senior web content manager, at ldegnan@pratt.edu or Scheduling and Publishing Event Details on Website (25Live) 1. Go to 25live.collegenet.com/pratt/ 2. Log into the Pratt events and room management system, 25live, with your OneKey by clicking Sign In at the top right corner of the page. 3. Select Event Wizard and enter the event details as requested by the system. 4. If you do not need to reserve space on campus, select Calendar Announcement for event type. 5. To request that your event to be published on pratt.edu s web calendar and/or on a departmental landing page, check boxes under Publish to Calendar. 6. For questions or tech support, contact Linda Bloom, assistant registrar for technology, at lbloom37@pratt.edu /