Regrup Quick Start User Guide Ver 1.0
Table f Cntents Hme Screen... 2 Change Hw Yu Receive Grup Cmmunicatin... 2 Pst Annuncements t Yur Grups... 3 Add Optinal Phne and Emails... 4 Regrup Sftware User Infrmatin and Guidelines... 5 Overview... 5 Types f Regrup Cmmunicatins... 5 Use f the System... 6 Hw t Get Started... 7
Hme Screen Primary Navigatin tabs Change yur preferences and lg ut Shrtcuts t key activities Shrtcuts t pst messages: Type the title and hit Pst t g int the psting editr Listing f all the grups fr which yu are a member Listing f the mst recent psting frm all yur recent grups Change Hw Yu Receive Grup Cmmunicatin Step 2. Click the Grup Ntificatins tab Step 1. Click the Preferences link Step 3. Chse hw yu receive grup cmmunicatins and click the Save Settings buttn. NOTE: Nt all grups use vice and text even if yu elect t receive cmmunicatins by thse methds 2
Pst Annuncements t Yur Grups Step 1. Click the Pst a message tab Step 2. Chse hw t deliver the message. NOTE: etc Annuncement grups will nly pst via email Step 3. Set the Frm ptin t Regrup Step 3. Select the grup that yu want t send a psting. NOTE: yu can just start typing the grup name Step 4. Enter the subject Step 5. Message bdy Step 6. Pst the message 3
Add Optinal Phne and Emails Step 1. Click the Preferences link Step 2. Click the Email/ Phne tab Step 3. Enter additinal email addresses and click the Add buttn Step 4. Click the Mre link and add additinal phne numbers. Hit the Save buttn when dne. NOTE: Any additinal phne numbers r email addresses are unfficial. The service is prvided fr yur cnvenience. All fficial Cllege phne and addresses must be changed thrugh Student Recrds r n the My Dashbard tab in etc. 4
Regrup Sftware User Infrmatin and Guidelines Overview What is Regrup? Regrup is a pwerful grup cmmunicatins platfrm that allws fr effective messaging acrss varius cmmunicatin platfrms, e.g., email, text, SMS, and vice with ne click f a buttn. Purpse and Intent: Regrup was riginally purchased t be used as a cmmunicatins tl fr crisis management and ther emergency situatins. While evaluating Regrup, it became apparent that the sftware culd be used fr much brader cmmunicatins. With this ptin in mind, the Cllege purchased Regrup fr its advanced capabilities. Management and Use f Regrup: In an effrt t balance the use f the tl in crisis management and emergency situatins while capitalizing n the full ptential f the sftware, the fllwing guidelines fr use f the Regrup have been develped. Access t Regrup: A link t Regrup can be fund n the Welcme tab in etc. Types f Regrup Cmmunicatins etc Annuncements: When emplyees and students start wrking r taking classes at the Cllege, they are autmatically added t the Regrup system t receive etc annuncements apprpriate t their rle via email. If users take n actin, they will cntinue t receive etc annuncement by email r they may lg int Regrup t adjust the settings t (1) receive ne daily email that includes all etc annuncement frm the day, r (2) pt ut f email ntificatins if they prefer t view annuncements n the etc Message Center tab. etc annuncements nly will be issued as emails, nt texts r vice Opt Out Cmmunicatins: These cmmunicatins are pushed t targeted audiences thrugh their email, text, SMS, and vice ptins. These messages can be sent t all students and emplyees r targeted grups within thse ppulatins, whether r nt they have pted t participate in Regrup. Audiences have the ptin t pt ut. The institutin has adpted a high standard fr Opt Out grups. Categries are: Emergency Ntificatins: Students and Emplyees Crisis management/emergency ntificatins related t the safety and well being f the emplyees and/r students. (E.g., evacuatin ntices, cllege clsing fr inclement weather, shter n campus, etc.). Critical Alerts: Students and Emplyees Unplanned disruptin and r changes in/r availability f systems, facilities, etc. (E.g., unplanned IT systems dwntime, pwer utages, telephne utages, parking disruptin, etc.) 5
Pririty Deadlines: Students and Emplyees Critical infrmatin having a direct impact n student enrllment. (E.g. ntificatin t students wh will be purged frm their class schedules fr nnpayment. ) Opt In Cmmunicatins: Students and emplyees can chse t jin a grup (pt in) t receive cmmunicatins thrugh Regrup. When jining an pt in grup, users can chse hw they wuld like t receive cmmunicatins email, vice, SMS, r text. (Nte: Nt all grups will ffer all ptins.) New grups may be intrduced t faculty, staff, and/r students via an etc annuncement. Users can then jin the grup and select their preferred frmat fr receiving cmmunicatins frm the grup, e.g. vice, text, etc.) Categries are: Student Resurces and Services: Targeted t students, but anyne can jin. Infrmatin prvided t students t make them aware f resurces and services, e.g., tutring, academic cunseling, library, Student Assistance Prgram, etc. Student Events: Targeted t students, but anyne can jin. Infrmatin prvided t students t prmte their invlvement in activities, prjects r prgrams that are utside f their classes. Emplyee Infrmatin and Opprtunities: Targeted t emplyees (these grups can be private). Infrmatin prvided t emplyees t make them aware f resurces and activities available t them, e.g., prfessinal develpment pprtunities, benefits fair, etc. Use f the System Any emplyee may be trained t use the system as a cmmunicatin tl and will be expected t fllw the guidelines belw. There are an unlimited number f grups that may be created, but they must all be managed. In an effrt t create and maintain a manageable and streamlined system, inactivity r lack f membership may cause a grup t be remved frm the system. Emergency Ntificatins (OPT OUT): Students and Emplyees This categry is limited t fllwing administratrs Campus Safety Directr, Public Relatins and Cmmunicatins Directr, IT Directr and Persnnel Directr. Grups can be public r private. Type f messaging can be dictated by the grup administratr. 6
Critical Alerts (OPT OUT): Students and Emplyees This categry is limited t fllwing administratrs Campus Safety Directr, Public Relatins and Cmmunicatins Directr, IT Directr and Persnnel Directr. Grups can be public r private. Type f messaging can be dictated by the grup administratr. Pririty Deadlines (OPT OUT): Students Because the institutin has adpted a high standard fr Opt Out grups, The Business Office Purge is the nly grup currently apprved fr this categry. Any additinal grups must be apprved by the Dean f Transitin t Cllege in cnsultatin with the Cmmunicatins and Tls fr Student Success Team. This categry will have the capability t send messages based n an upladed listing f data rather than via an established grup. Grup administratr will decide which type f cmmunicatin mechanism t use as all may nt be applicable. Grups, if established can be public r private. Student Resurces and Services (OPT IN) Any emplyee may request t have a grup established. Grups must be vluntary. Grups can be public r private. Cmmunicatin t the grup must be in accrdance with the preference selected by the members (e.g. vicemail vs. text vs. email). Student Events (OPT IN) Any emplyee may request t have a grup established. Grups must be vluntary. Grups can be public r private. Cmmunicatin t the grup must be in accrdance with the preference selected by the members (e.g. vicemail vs. text vs. email). Emplyee Infrmatin and Opprtunities (OPT IN) Any emplyee may request t have a grup established. Grups must be vluntary. Grups can be public r private. Cmmunicatin t the grup must be in accrdance with the preference selected by the members (e.g. vicemail vs. text vs. email). Hw t Get Started If yu wish t use the Regrup system fr yur cmmunicatin needs, please cntact the Public Relatins Department (pr@tctc.edu, r Ext 1507). Once yur request is apprved, yu will be referred t the Infrmatin Technlgy Department fr setup and training. 7