Policies and Forms

Marketing and Communications works within client budgets to meet print, production, media, and other associated needs.

All services are free of charge. The following procedures and guidelines will help you take advantage of the services we offer. Please read them carefully and contact your department liaison or a marketing account director for further assistance.

Details

Electronic campus signs (digital signage) promote University activities, events, deadlines, and educational opportunities by providing information to internal audiences. The goal is to increase awareness and attendance, along with overall support for the University’s brand.

General Information
There are 15 e-boards available for posting on the Queens campus, three on the Staten Island campus, and three on the Manhattan campus.

The e-boards measure 1920 pixels high by 1080 pixels wide. Images should be 72 dpi. Orientation is horizontal.

Each announcement will appear on the screen for eight seconds.

Please allow three to five days for design and posting. Please include the date range during which you want the post to run and on which e-board the post should appear (i.e., Queens only, Staten Island only, Manhattan only, or all three). Time-sensitive events may receive priority posting.  

The Department of Student Life handles the e-boards in the D’Angelo Center. Please contact [email protected] for more information.

Best practices for e-boards include the following:

Simple – Messages should be clear and direct and follow University editorial and brand guidelines.

Succinct --Too much text and too many images will decrease readability. Remember, the slide is only visible for eight seconds at a time. Only include relevant details.

Timely -- E-board messages are posted for a maximum of two weeks prior to an event (exceptions may apply at times).

Submit a Request
To submit a request, please provide information to the marketing liaison designated for your office or college. The liaison will contact the appropriate account director in Marketing and Communications. Marketing and Communications makes the final decisions about what content is posted on the e-boards.

The Office of Marketing and Communications is responsible for sending internal communications to the St. John’s University community. To ensure that internal communications are effective and efficient, the University must be strategic regarding both the content and frequency.

Internal Communications

  • Submit requests directly to your account director via the college/department marketing liaison or the dean/vice president.
  • All copy is subject to review and editing by the Office of Marketing and Communications.
  • When multiple requests for internal communications are received concurrently, order and time of release is determined by MarComm.

This policy assures that St. John's internal community is notified of significant events and situations in a timely fashion. Other campus activities, although important to promote, are better suited for the University EDU Events calendar and newsfeeds and [email protected] John's. We appreciate your understanding and cooperation.

Required E-Mail Content to Submit with your Request:

From: Name and title of the person. For e-mails to all employees, this must be a vice president, academic dean, or higher.

To/Audience: State which group should receive the e-mail: administrators, staff, faculty, full-time faculty, adjuncts, or all. Groups can also be segmented by campus. For e-mail to students, please contact Scott A. Wallick, Content Manager, Division of Student Affairs, at [email protected].

Subject: Should summarize the e-mail clearly in 50 or less characters.

Body: Provided in a Word document.

Photos: Optional and should be relevant to the e-mail content.

External Communications

The Office of Marketing and Communications disseminates external communications to share important and/or critical information to those who do not have University e-mail addresses.

Required E-Mail Content to Submit with your Request:

From: A name and e-mail address.

Reply-to: A name and e-mail address. This is where the e-mail will be sent if someone replies. This can be the same or different than the name and e-mail address listed in the “From” line.

To/Audience: Must be provided in Excel format in columns. If personalizing the e-mail (“Dear John,”), names must be in the adjacent column. For e-mail to alumni, please contact Scott VanDeusen, Director of Development, at [email protected].

Subject: Should summarize the e-mail clearly and be fewer than 50 characters.

Header image: Marketing will determine how to proceed based on the type of e-mail being sent (newsletter vs. event). Must be 700px wide.

Body: Provide in a Word document.

Photos: Should be relevant to the e-mail content. They are optional but recommended.

If a registration form is required, please provide the necessary fields (first name, last name, e-mail address, phone number, etc.). Web forms cannot accept online payments.

General E-mail Best Practices

To ensure recipients continue to read e-mails and avoid issues related to spam:

  • Individuals should receive a maximum of one e-mail per week from the same recipient.
  • E-mail resends should be sent no more than once every two weeks.
  • An identical e-mail can only be sent twice, after which the e-mail must be redesigned with updated text, message, and/or images.
  • If the e-mail involves registration, the mailing list must have previously registered users removed for the next mailing.

Timing: The optimal time to send an e-mail is Monday through Thursday from 9 a.m. to 3 p.m. and Friday from 9 a.m. to 1 p.m. to ensure prompt viewing.

Distribution List: Your e-mail is only as good as your list. Scrub lists for incomplete addresses, unsubscribed users, misspellings, etc. Always add your own e-mail address to the list so you have a copy of what people received.

Content: Avoid using excessive exclamation points and all capital letters.
The e-mail must include text to ensure recipients can still read it if images don’t load.
Keep your e-mail short, as many people now access it on their phone. You can always link back to stjohns.edu for additional information.
Changes to the preview e-mail must be included in an e-mail or Word document. Please do not modify the HTML file.

Tracking: E-mails sent to external e-mail addresses will be tracked for the number of opened e-mails, unsubscribes, bounce backs, and links clicked. This information can be used to strengthen your future e-mail content and distribution strategy.

Spam

Mass e-mail software is used to send e-mails to mailing lists that can include a handful, or thousands, of e-mail addresses.

E-mail providers (AOL, Gmail, Microsoft, Yahoo, and others) monitor user e-mail accounts for spam triggers, which automatically move e-mails into recipients’ junk/spam folder. They also tally the number of e-mails users manually mark as junk/spam.

If enough people mark an e-mail as spam, providers will automatically move messages to other recipients into their spam folder. For future e-mails, the e-mail provider will automatically move additional e-mails coming from the same mail system straight into recipients’ spam folders.

Having one department’s e-mail marked as spam one week will negatively affect the mailing for another department in the following week. Content, e-mail list, and sending frequency determine whether an e-mail is labeled as spam.

Sending e-mails that result in spam can lead to blacklisting of our shared e-mail communication tools. That is why it is imperative that these best practices be followed.

Before contacting Marketing and Communications, please make sure you have a general sense of your project’s scope, including these parameters:

Print Preparation

What format will best meet your objectives—brochure, postcard, flyer, or other?
What is your overall budget?
What is your target delivery date?

Proofreading

Prior to the design phase, all text you submit for your projects is reviewed for content, appropriateness, grammar, and University style. The Office of Marketing and Communications reserves the right to edit all text in line with the University’s editorial style. Marketing and Communications will not make factual changes or check factual information. It is the client’s responsibility to supply accurate text and check facts.

View the University’s Brand Guidelines for complete Editorial Guidelines.

Design and Production

The Office of Marketing and Communications manages more than 1,000 projects per year for departments and colleges throughout the University. Our success—and yours—is made possible by a clearly defined production process.

FIRST PROOF
Expect to receive a first proof within five to seven days after submitting your text and completed forms. Depending on the scope of the project, more time may need to be allotted. For the target delivery date to be met, this proof must be reviewed, signed, and returned to an Account Director within two to three days. Any changes to the design and text should be clearly indicated. Please review your proof carefully, checking the content for accuracy and placement of artwork.

FINAL PROOF
Within five days of submitting your changes to the first proof, a second and final proof is sent to you for your approval and sign off. This is your last opportunity to make revisions before the project is sent to print. The final proof should be reviewed, signed, and returned to your Account Director within two days. If you require extensive changes at this stage, you must submit revised text. Your project will lose priority status and the delivery date of your publication will be impacted. The Office of Marketing and Communications will provide a maximum of two proofs for review on any given project. Although we provide proofreading support, the ultimate responsibility for proofreading at each stage of design belongs to the client.

Print Production

Before beginning a project, Marketing and Communications can seek unofficial printing quotes at the client’s request.  We are unable to provide a more precise estimate until the actual item has been designed and the printing specifications have been established.

Please note: If you must add elements after receiving the initial estimate, costs may change substantially. Therefore, in order to obtain an accurate estimate, please provide specifics as early as possible.

Printing costs are often high and unpredictable. Paper is expensive, and small details of seemingly little consequence can add significantly to the price of a project. The quality of the paper as well as the number of colors, method of reproduction, format, timing and quantity each have a substantial impact on printing costs.

After all corrections are proofed and the design is finalized, allow approximately 10 working days to print, on average. For projects with complex design formats or high quantities, printing can take longer. Marketing and Communications supervises the printing and delivery of any project requiring the services of an off-campus printer.

Delivery and Mailing

Completed projects are delivered to your area or according to the delivery instructions you provide at the start of the project. If pieces need to be labeled and mailed, please contact Printing and Distribution Services directly.

On average, our production team requires four to six weeks to produce print collateral. Some projects may require more time, depending on their complexity. Once you have considered these issues, please reach out to your Account Director in Marketing and Communications to discuss the project in more detail.

Sample Time Estimates

  • Postcard: four weeks
  • Flyer/poster: four weeks
  • Application: four–six weeks
  • Banner: four–six weeks
  • Brochure/booklet: six–eight weeks
  • Invitation/program: eight–10 weeks (depending on event and mailing schedules)
  • Bulletin/viewbook new text and design: six months

Please fill out this Resource Request Form (PDF) for your photography, videography, and writing needs.

Photography

Marketing and Communications is staffed with one on-campus photographer reserved for office needs and activities.  Their primary focus is to build out the office’s portfolio, support brand awareness, and provide imagery for stories deemed priorities by the office.

Marketing and Communications does not have the capacity to fulfill every request for a photographer. There is a University photo gallery with photographs available to University clients. At times, however, we may be able to accommodate some requests. Please view these photography options:

Requesting Photography Services

To submit a request, please complete and submit the Resource Request Form (PDF) to the marketing liaison designated for your college or office.

The liaison will contact the appropriate account director in the Office of Marketing and Communications. Please note: due to the volume of queries, requests should be submitted as far in advance as possible.

*Please allow three business days for the Office to review your request.

Alternative Options

If the office photographers are unavailable, please consider having the department or college take the photographs (see below for photo tips) or hire a freelance photographer. A list of freelance photographers is available upon request.

Photo Tips

When taking your own photographs, consider the following suggestions:

  • Think about ways to illustrate the idea with a single photo
  • Shoot multiple times so you can choose the best one
  • Shoot close-up, middle distance and overview
  • Plain background is preferred if possible
  • Do not put subject in front of window
  • Do not place subject against a wall, but at least a foot or two away
  • Shoot in the highest resolution

Always remember to obtain a photo release (PDF) or photo release for minors (PDF).

Videography

The primary focus of the digital media department in Marketing and Communications is to expand the office’s video portfolio to support brand awareness and provide video for stories deemed University priorities.

The Office of Marketing and Communications does not have the capacity to fulfill every request for videography. At times, however, we may be able to accommodate targeted video projects.

Requesting Video Services

To submit a request, please complete and provide the Resource Request Form (PDF) to the marketing liaison designated for your office or college. The liaison will contact the appropriate account director in the Office of Marketing and Communications.

Alernative Options

If the office videographers are unavailable, please consider hiring a freelance videographer. A list of freelance videographers is available upon request.

Video Tips

When taking your own videos, consider the following:

Know Your Message – Have a clear understanding of what needs to be communicated. This should be more than “spreading the word.”

Know the Outcome – What do you want your audience members to feel after watching the video?

B-roll – Illustrates the subject matter in order to enhance the audience’s understanding and appreciation of the topic.

Audio Level – Ensure that subjects are clearly audible. Choose environments and position microphones to reduce background noise. Monitor value and quality of sound recording.

Shelf Life – Policies, faculty, and priorities may change. It’s not beneficial to keep outdated videos in circulation.

Dress – Make sure participants are appropriately dressed, if important for presentation.

Writing

The Marketing and Communications editorial team develops content for an array of print and online projects for the University.

Marketing and Communications does not have the capacity to fulfill every request for a writer. At times, however, we may be able to accommodate some requests. Please view these editorial options:

Requesting A Writer

To submit a request, please complete and submit the Resource Request Form (PDF) to the marketing liaison designated for your college or office.

The liaison will contact the appropriate account director in the Office of Marketing and Communications. Please note: due to the volume of queries, requests should be submitted as far in advance as possible.

*Please allow three business days for the Office to review your request.

Alternative Options

If a writer is unavailable, please have someone from the department or college write the story or consider hiring a freelance writer. Text should be supplied in a Word document.

Please consult the University Brand Guidelines for more information.

After a plan has been established, please complete and submit to the appropriate Account Director a Project Request Form (PDF).

St. John's Extensis Photo Gallery
The Extensis Photo Gallery maintained by Marketing and Communications may be a resource for meeting your photography needs. To access the account, go to www.stjohns.edu/extensis and log in as follows:

ID: reader
Password: reader

Please note that the Extensis Photo Gallery can only be accessed on campus or through VPN and requires that the latest version of Flash be installed on your computer.

[email protected] John's is an internal communications vehicle that promotes selected daily St. John’s events, announcements, stories, and media placements, as well as in memoriam posts. Its goal is to foster a strong sense of community among faculty, administrators, and staff, while keeping employees informed about current news.

Each morning, [email protected] John's is sent to all employees’ University e-mail accounts. Please be advised that [email protected] John's will be published weekly during winter and summer breaks.

The deadline to appear in the next days' [email protected] John's is 3 p.m, Monday-Thursday, and 1:30 p.m. on Friday's. The following are guidelines for each component of [email protected] John's:

Listing Upcoming Events

Current events that appear in [email protected] John's are pulled automatically from the EDU website calendar, www.stjohns.edu/about/events. The EDU website calendar is populated with events from Teamup, the University’s event content management system (CMS). Posting your event on Teamup ensures that it is uploaded to the [email protected] John's email calendar. 

Each administrative office and college is responsible for submitting its own Teamup event posts online. For information about login and training, please contact Rita Torsney-Sullivan, Assistant Director, Office of University Events, at [email protected]; 718-990-1356. 

Teamup’s CMS has the following fields:

  • Event Title (required)
  • Date & Time (required)
  • Calendar–Category/School (required)
  • Location/Venue
  • Campus (required)
  • Audience (required)
  • By Invitation Only/Open Invitation (required)
  • Registration Required (required)
  • Registration Link
  • Complimentary
  • Event Price
  • Event Description
  • Department/Area Event Manager (required)

[email protected] John's Highlights: Feature Stories

The selection of daily stories in the Highlight section is determined by the Office of Marketing and Communications, based on the following criteria:

  • Appeal to a broad St. John’s University audience
  • Timeliness of content
  • Major appointments or policy decisions that impact all employees  
  • Internal events that draw attendance from across the University community
  • Major awards, grants, or research accomplishments

Submission Requirements
Contact the marketing liaison designated for your college or office, who will contact the appropriate marketing and communications account director. Your request should include the following:

  • Your name and department, as well as the name, daytime phone number(s), and e-mail address(es) of people to contact if there are any questions.
  • A Word document containing a brief overview of approximately 400 words. The document should be factually and grammatically correct and should clearly address questions of who, what, where, why, and when. Proofread all content prior to submission; the marketing and communications team will review content ONLY for errors in spelling, grammar, and punctuation. The department/college is responsible for the remainder of the submission.
  • The area that requests the highlight is responsible for supplying high-resolution images, which the marketing and communications team will cut to appropriate size.
  • A highlight can run for a maximum of two business days. Specific dates should be indicated, but determination of final dates and duration of run is made by the Office of Marketing and Communications based on timeliness as well as number and content of current highlights.

Deadlines
Once a highlight is requested, marketing and communications requires two business days for approval. In certain cases, an additional three business days may be needed to edit the submission. 


Editorial Assistance
If the college/office requires writers to develop the story, contact your department or college liason. The editorial team may need up to one month’s notice to produce a story.

Timing
As a general rule, highlights post after an event. Pre-event posts are determined on a case-by-case basis.

Highlight Alternatives
Colleges or offices can promote their stories as news releases on their section of the website or on their landing page, if applicable.

  • Colleges and select offices may also wish to contact MySJU or promote through various social media channels

[email protected] John's Announcements

Announcements are internal and apply to administrators, staff, and faculty. These posts typically do not have a start and end time.

Announcements can be assigned to audience groups such as faculty, employees, and human resources. Examples of announcements include:

  • Gate closures
  • Tuition reimbursement
  • Online faculty training
  • “In the Media” links to external SJU mediaThis section features the University’s significant media placements as determined by the Office of Media Relations. For more information, please contact University Spokesperson Brian Browne at [email protected]
  • In Memoriam posts are included in [email protected], but are housed under Announcements.
  • Events with a pre-registration deadline (walk-in's are not accepted).

It is recommended that users do not duplicate an announcement more than once a week. 

Each administrative office and college is responsible for submitting its own Announcement posts online. If you have been trained in the Content Management System (CMS), you can post your own announcements, or you can ask your office or department liaison to post them for you.

Consistent with the compassionate concern for others central to our mission as a Catholic and Vincentian institution, St. John’s regularly publishes notifications of deaths concerning University employees, their families, and students in [email protected], as well as in the Announcements site on stjohns.edu. The procedure is as follows:

At the request or with the consent of an employee or an employee’s family, the University community publishes notification of the death of a full- or part-time employee or a member of the employee’s immediate family. Notifications will also be published for retired employees and emeriti employees. The following information should be provided:

  • Name of deceased
  • Relation to employee
  • Name, address, and phone number of funeral home
  • Date(s) and times of wake
  • Date and time of funeral Mass or service
  • Name and address of church or place of service
  • Name and location of person to whom expressions of sympathy may be sent. (Since home addresses are not published, include name of a University person who should receive cards to forward to family.) If services are private, or have already taken place, notices can be published about where to send expressions of sympathy.

E-mail the bulleted information above to Rev. John J. Holliday, C.M. at [email protected] and to Lucy Traverso at [email protected].

Information regarding the death of a student should be forwarded to Campus Ministry (Queens Campus, 718-990-6255; Staten Island Campus, 718-990-4475). That office will forward the information to Fr. Kettelberger.

During the summer, [email protected] is mailed on Mondays only. If a death notification is received after Monday, the University will override the Monday-only posting policy and include the In Memoriam notification the next day.

A weekly e-mail communication produced by the St. John's Office of Marketing and Communications to provide senior administrators with news and information about the University and the higher education community in general. The e-mail includes a featured news story, selected events, media coverage, and external higher education news.