Purpose
To set forth the standards for using electronic communication tools as a means of sending official and unofficial communications to University of Central Oklahoma faculty, staff, students, alumni, community partners and other relevant groups or subsets of the university population regarding university business, issues or emergencies.
For purposes of this standard, electronic communication tools are defined as communications sent from university systems, mobile phones, applications or any other devices or platforms to a portion of the aforementioned groups.
Background
Communication tools, such as email, text messaging systems and other devices or platforms, have become the media of choice for communications involving a broad range of university activities. The university employs these tools to communicate to all aforementioned groups, or subsets of those groups, on several topics. Using such communication tools in this fashion at UCO has improved the efficiency and effectiveness of communications to the central community.
While recognizing the importance of these types of communication, UCO knows that misuse is counterproductive, so this standard is set forth with the intention that the use of electronic communication tools be used only when the subject is of official university business, legitimate concern to the majority of those receiving it, and only if properly screened and authorized.
Standard
This standard provides a centralized location for coordination and approval to ensure all materials and communications are consistent with the university’s approved brand, mission and identity. Use of these tools are dependent on appropriate technology usage approvals from the UCO office of information technology and must follow current brand guidelines from UCO university communications. Additional approvals may be connected to the individual guidelines for the communication tool.
All content owners throughout the university are responsible for ensuring the accuracy and appropriateness of the communications coming from their respective areas.
All communications must follow university branding standards.
Communication tools
UCO Web Presence
UCO Website
The website is primarily used for recruitment and retention of students—to provide information in a clear and accessible format, promoting the best user experience possible. View the Web Presence Guidelines.
UCONNECT
Authenticated services for the university business of being a student.
Blogs
Intended to supplement the university websites by offering a digital presence for senates, associations, committees and organizations.
Master calendar
Enterprise calendar for communicating campus events.
Mass email communication
Emma
The university’s primary solution for mass email distribution related to university business.
Blackbaud
Intended for group communication, associated with official university business by the office of advancement for the purpose of connecting with alumni and donors that are not current UCO faculty, staff or students, unless it is to a personal, non-UCO email address to reduce the duplication of emails.
Mailchimp/Constant Contact
Intended for group communication, associated with official university business by approved departments.
University newsletters
Centralities (sent via Emma)
Intended for university news. Distributed to faculty daily and students twice a week.
Special Centralities (sent via Emma)
Intended for special announcements or alerts. Distributed to faculty, staff, students and emeritus faculty on an as-needed basis. Requires vice president, or appointed designee, approval.
Text messaging
Mongoose
Intended for communication with prospective students and is managed by the UCO Office of Recruitment/Admission.
Rave (Central Alert)
Intended for emergency alerts only and is managed by UCO Emergency Management.
There are currently no approved text messaging tools for non-emergency communication with current UCO faculty, staff and/or students.
CRM
(including, but not limited to, Slate (Admissions/Recruitment), Recruit, Hubspot)
Slate (Admissions/Recruitment)
Intended for group communication, associated with official university business regarding the recruitment of students. Emails must be pre-approved by university communications. Does not pertain to one-off emails sent to prospects, or one-on-one recruiter communications.
Recruit
Retiring system still in use associated with official university business regarding the recruitment of students.
Hubspot
Intended for group communication, associated with official university business by approved departments. Emails must be pre-approved by university communications.
Campus Experience Management Platforms
(UCORE, Handshake, Slate Success)
Ucore
Intended for small-group communication, associated with student organizations/associations. Messages/emails sent via UCORE, are not considered official university business/communications and must feature resources to opt-in/out of the communications. Not for use by university departments, divisions or offices. Intended for groups smaller than 200.
Handshake
Intended for small-group communication, associated with the UCO career development center. Intended for groups smaller than 200.
Slate (Success)
Intended for small-group communication, associated with official university business regarding the academic retention of students. Emails must be pre-approved by university communications. Does not pertain to one-off emails sent regarding early alerts, or one-on-one advisor communications.
Digital signage
Building-specific, short-term communication displayed digitally.