University Communication Tools

Are you a staff or faculty member needing to get information out to the campus community, but not sure where to start with marketing? Use the guide below to help you best communicate with your audience about emergencies, news, events, or other announcements.

Are we missing a communication tool, or have suggestions, changes, or updates? Let us know! Email itscomm@mnsu.edu.

Purpose & Timing

This is the type or category of your information.

Channels & Tactics

This is how you can spread the information.

Accountability/Authority

This is who is in charge of the information.

Level 1 - Crisis / emergency

  • Example: StarAlert messages, like campus closure
  • When to send: Immediate notifications required

See the protocol and channels outlined in the established procedures for class cancelation.

For emergencies, refer to: 

President/Provost

Level 2: Administrative announcement or directives 

  • Example: Messages from cabinet members or on behalf of their division, like University policy changes.
  • When to send: Immediate notifications typically not required but can be time sensitive 

Highly Recommended: 

  • Email to All Staff list  
  • Employee focused email newsletters 
  • Social media 

 Other Channels: 

  • Update or add to website 
  • D2L faculty announcement (academic-related only)
  • Campus digital displays 
Cabinet member

Level 3: News 

  • Example: Pertinent info, news, announcements, and updates of interest to staff and faculty, like fire alarm testing
  • When to send: Immediate notifications typically not required 

Highly Recommended: 

  • Website news feed 
  • Employee focused email newsletters 
  • Social media 

Other Channels:

  • Appropriate website page update 
  • D2L faculty focused announcement (academic-related only) 
  • Campus digital displays 
Division, college, department or program responsible or to whom the news pertains 

Level 4: Events  

  • Example: Events open to all and/or of interest to a large percentage of employees, like new student rally
  • When to send: Immediate notifications typically not required 

Highly Recommended: 

  • University events calendar 
  • Employee focused email newsletters 
  • Social media 

Other Channels:

  • Live broadcast your event 
  • Print promotions 
  • Campus digital displays 
Division, college, department or program in charge of the event 

Purpose & Timing

This is the type or category of your information.

Channels & Tactics

This is how you can spread the information.

Accountability/Authority

This is who is in charge of the information.

Level 1 - Crisis / emergency

  • Example: StarAlert messages, like campus closure
  • When to send: Immediate notifications required

See the protocol and channels outlined in the established procedures for class cancelation.

For emergencies, refer to: 

President/Provost

Level 2: Administrative announcement or directives 

  • Example: Messages from cabinet members or on behalf of their division, like University policy changes.
  • When to send: Immediate notifications typically not required but can be time sensitive 
Highly Recommended: 
  • Mav Life wall news post 
  • Email All Student list 
  • Website posting 
  • Social media 
  • Student focused email newsletters 

Other Channels: 

  • Mav Life tile or banner 
  • D2L student focused announcement (academic-related only)
  • Campus digital displays 
Cabinet member

Level 3: News 

  • Example: Pertinent info, news, announcements, and updates of interest to students, like fire alarm testing
  • When to send: Immediate notifications typically not required 

Highly Recommended: 

  • Website news or page update 
  • Mav Life wall news post 
  • Social media 
  • Student focused email newsletters 

Other Channels: 

  • Campus digital displays 
  • D2L student focused announcement (academic-related only) 
Division, college, department or program responsible or to whom the news pertains 

Level 4: Events  

  • Example: Events open to all and/or of interest to a large percentage of students, like new student rally
  • When to send: Immediate notifications typically not required 

Highly Recommended: 

  • Mav Life event 
  • Website event 
  • University events calendar 
  • Social media 
  • Student focused email newsletters 

Other Channels: 

  • Mav Life wall news post 
  • Campus digital displays 
  • Live broadcast your event 
  • Print promotions 
Division, college, department or program in charge of the event 

Communication Resources & Tools

Use these tactics to distribute your information across campus to different audiences.

Email Newsletters 

Broad email communications that happen across campus that may be open to including additional content. 

Newsletter 

Audience & Frequency 

Contact 

Tool

Provost’s Newsletter
  • All staff/faculty
  • Weekly (Wednesdays)

Amber Power

Courtney Conroy

N/A

Campus Newsletter
  • All staff/faculty
  • Bi-weekly during school yeaer (Wednesdays)
Joe Tougas Oracle CRM & BEE Pro
ResLife Newsletter
  • ResLife students
  • Weekly during school year (Mondays)
Nicole Faust Oracle CRM & BEE Pro
CSU U Got This
  • Students
  • Weekly during semester (Fridays)

Lenny Koupal 

Chelsea Schaffer

Oracle CRM & BEE Pro

New Student & Family Programs Newsletter
  • New students and their parents/family
  • 1st and 3rd week of every month during school year
Riley Devenport Oracle CRM & BEE Pro
IT Solutions “Tech Updates” Newsletters
  • All staff/faculty & all students (must be technology related)
  • Beginning and end of fall and spring semesters
Lexi Poetter Oracle CRM & BEE Pro

Print

Options for printing and distributing physical materials on campus.

Item

Location/Placement

Sizing/Quantity

Department/Owner

Contact

CAN (Captive Audience Newsletter)  Bathrooms in the CSU
  • 2” x 2” 
Centennial Student Union 

Lenny Koupal

Chelsea Schaffer

Posters – CSU   Various around CSU
  • 11” x 17” 
  • Max qty: 7 
Centennial Student Union 

Leonard Koupal

Chelsea Schaffer

Posters - Memorial Library Various around Memorial Library
  • 11” x 17” or 
  • 8.5” x 11”
Memorial Library  N/A
Posters – ResLife  Residence communities
  • 11” x 17” 
  • Max qty: 6
ResLife  Nicole Faust 
Posters – Academic buildings  General bulletins in academic buildings 
  • 11” x 17” 
Centennial Student Union (requires stamp) 

Lenny Koupal

Chelsea Schaffer

Civility Poster Frames  14 locations across campus (have to confirm) 
  • 24’’ x 36’’ 
  • Max qty: 14
Marketing & Communications  Sara Frederick
Security Glass Poster Cases  Across campus 
  • 11” x 17”
  • 8.5” x 11” 
  • Max qty: 42
University Security Sandi Schnorenberg
Interoffice Print Mail  N/A N/A
  • Printing & Photocopying Services 
  • Postal Services 

Ryan Schuh

Tammy Trcka

Dining Center Table Tents  Dining Center 
  • 4”x 6”, cardstock 
  • Max qty: 140 
ResLife  Nicole Faust

Digital Displays

Digital TV displays on campus that may be open to featuring content.

Location

Quantity/ Specifics 

Department

Owner 

Centennial Student Union  Several located around the CSU  Centennial Student Union 

Lenny Koupal 

Chelsea Schaffer

IT Solutions
  • 1 in Wigley Administration 
  • 1 in ITS office (ML 3010) 
  • 1 in the IT Solutions Center (Wissink Hall 121) 
IT Solutions Lexi Poetter
Morris Hall  N/A N/A Jen Cucurullo 
Phone Charging Stations  Several located around campus  College of Business  Jen Cucurullo

Other/Miscellaneous

Other tactics that are available to explore.

Item 

Audience 

Description

Department

 

Owner 

Mav Life  Students 

Official University mobile app.

IT Solutions

Most departments have their own login info, contact ITSolutionsCenter@mnsu.edu if our dept. needs an account. 
D2L Announcements  Either just faculty or all users (faculty, students, and staff) 

A short announcement may be posted, must be academic-related.

IT Solutions

View more about the process and details.
ITSolutionsCenter@mnsu.edu
University Website   Students primary, public secondary  View tutorials & resources N/A Most departments have website editors and publishers.
CSU Blog  Students 

Story opportunities.

Centennial Student Union

Lenny Koupal

Chelsea Schaffer

Microsoft Teams  Campus Communicators

Social Media & Communications Team

Marketing & Communications

Sara Frederick
Video & Digital Media Production  N/A

Service to produce content: live broadcasts, events, lecture capture, podcasts, promo, etc.

IT Solutions

ITSolutionsCenter@mnsu.edu 
University Events Calendar  Students, faculty, staff 

Events calendar that lists campus-wide events.

University Scheduling & Conference Services

Shirley Piepho
Social media posts  Students, faculty, staff  Utilize your department’s social media platforms to share messages, ask other departments to share/repost. N/A N/A 
Giveaways/Swag/Promo items  Students, faculty, staff

Explore fun tactics like branded merchandise and giveaways.

Printing Services

Ryan Schuh