Purpose

To outline the responsibilities and timings associated with the html and email formal communication channel between the University and its students called Campus News.

• in a more pleasant email environment
• that the messaging source is one they can trust to provide them with information about their study, employment and career enhancement opportunities, service disruptions, safety and risk issues, with details of who to contact when they have  a problem or complaint
• so that students are able to isolate content amongst the array of emails they receive from their own Faculty

This Procedure does not replace regular Faculty communications to students, nor does it replace any opt-in subscription based emails.

Procedure

• Staff member
• Student Communications Officer, Internal Communications, Marketing Unit

Staff member

• is an academic or administrative issue
• is practical information – road closures, transport updates, and general service disruptions
• is about study, research, scholarship, employment and mentoring opportunities
• contains health and well-being service information
• is a personal message or invitation from the Vice-Chancellor

• subject
• name and email address of the sender
• the authorising Executive Dean, Head of Department or Head of Office, or whoever is acting on their behalf
•  any relevant photos with signed consent forms (consent forms are available by emailing: macquariemarketing@mq.edu.au)

Note that your text may be edited to ensure the purpose of the announcement is clear and concise.

OBTAIN APPROVAL
Obtain approval from your Head of Office. Executive approval will sought on your behalf by Internal Communications.

SUBMIT MESSAGE
Submit your request for inclusion in the weekly student newsletter to the Internal Communications team by the deadline.

DEADLINE
The deadline for submission is 4:00pm (Sydney time) each Thursday for inclusion in the following Monday newsletter. Requests received after this time may not be included.

URGENT MESSAGES
Urgent student broadcast emails will be approved on a case-by-case basis. All requests for an urgent student broadcast email must be submitted using the process outlined above.

• Face-to-face information sessions
• Current student homepage
• Macquarie University official Facebook site
• Macquarie University official YouTube channel
• Macquarie University official Twitter stream
• Student Portal homepage
• GrapeShot – Macquarie University student publication
  • Published monthly
  • Includes a ‘What’s on’ calendar of events
  • Contact GrapeShot (grapeshotmq@gmail.com)
• iLearn
• Posters (posters can be put up at various locations across campus)
• Brochures/Information sheets

Contact the Student Internal Communications Officer for advice about how to get the most out of your student communication requirements.

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Student Communications Officer,
Internal Communications, Marketing Unit

DISTRIBUTE MESSAGES
Distribute a weekly newsletter (Campus News) to all currently enrolled students by 11:00am (Sydney time) each Monday morning (or if the Monday is a Public Holiday, the next working day).

Include in the newsletter links for students to access further information on areas of interest to them.

EXCLUSIONS
Exclude student to student messages from the newsletter.

Discuss with the staff member messages that do not meet the criteria. Recommend an alternative communication channel.

URGENT MESSAGES
In between weekly scheduled student communication, only send messages to students where there is a business or legal requirement for urgent communication. These urgent messages will be sent out as text-only emails.

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