Administrative and Student Life Services Communication Plan 2014-2015
Administrative and
Student Life Services
Communication Plan
2014 - 2015
January 2015
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Administrative and Student Life Services Communication Plan 2014-2015
Administrative and Student life Services
Annual Communication Plan
2014 – 2015
Executive Summary
The communication plan for the Administrative and Student Life Service division addresses the
communication gaps between the division and its target audiences by implementing new strategies
and improving the current strategies in place. The key to the plan is to increase the division’s
visibility by attending more events hosted by our target audiences and releasing more publication
announcements regarding division events and contributions. Our goal is to convey a positive image
of the division and communicate our role as valuable members of Stout and the Menomonie
community.
Communication Plan Philosophy
Our philosophy about communication is based on maintaining and encouraging collaboration
between all members of the ASLS division. A good communication plan is like an ongoing
conversation: a constant back- and- forth exchange of information, ideas, and feedback.
Teamwork is also key. We are consistently striving towards our ultimate goal: working together for
service excellence and innovation. We are committed to keeping the lines of communication open
and being proactive by providing the most up-to-date information in a variety of formats to most
easily and efficiently reach all our audiences.
Goals of the Communication Plan
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Provide opportunities so each individual in the ASLS division is an active and integral
part of the overall ASLS division Communication Plan.
Improve communication to and from the Vice Chancellor’s Office, the ASLS Directors
and Supervisors, ASLS staff, and the University and Menomonie community.
Enhance and improve community and media relations.
Increase awareness, interest and participation of the ASLS staff in division goals and
activities.
Break down feelings of "us vs. them" between the staff and administration and
between departments. The goal is not necessarily to find agreement, but to seek
understanding.
Heighten organizational pride among employees and positive identification within
departments in the division.
January 2015
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Administrative and Student Life Services Communication Plan 2014-2015
Performance Indicators
 Responses from the division, Stout or Menomonie community
 Increased participation in events, such as the All-Division meeting, or Collaborative
Group Reception
 Increased number of people contacting us to send out press releases
 Track traffic on website
Expand our range of vehicles to include professional journals, online materials
Vice Chancellor’s Office Responsibility
The Vice Chancellor’s Office has responsibility for encouraging good communication
practices followed by all ASLS personnel. The Vice Chancellor’s Office is responsible
for the following:
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Promoting and modeling our communication philosophy, goals, and message:
People Working Together for Service Excellence and Innovation by including it in
written and other communications;
Following university identity standards for written, verbal, and web communications;
Submitting press releases on ASLS news to the University Communications Office;
Keeping in touch with departments for communication opportunities and to provide
assistance;
Producing a quarterly newsletter for division employees;
Maintaining the ASLS division website;
Producing monthly e-mail Notes from the Vice Chancellor;
Distributing Division Reports;
Liaisoning with division offices, campus community, city of Menomonie and UW
System on special events;
Keeping current with University and community news;
Increasing awareness, interest and participation of ASLS employees in the goals and
activities of the division;
Building organizational pride among employees and positive identification with the
ASLS division as a whole;
Providing communication counseling and assistance when requested;
Attending University events.
January 2015
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Administrative and Student Life Services Communication Plan 2014-2015
Strategies
Table 1 outlines the division’s current strategies to meet the goals of the communication plan.
Audience
Strategies
UW System
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UW-Stout
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ASLS Employees
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January 2015
Send division holiday greetings (Tom)
Campus visits (Vice Chan.)
Send major event cards and gifts (Tom, Jenn)
Send division annual reports (Vice Chan., Sherri)
Focused Initiatives (Vice Chan., Sherri)
Meeting with Finance Office (Yearly - Sherri, Vice
Chan.)
Distribute newsletter to Chancellor’s Advisory
Council –at least quarterly (Tom)
Distribute division annual report to CAC (Sherri)
Distribute division focused initiatives to CAC and
Senate of Academic Staff (electronically) (Sherri)
Post division information to website (Tom)
Wear magnetic name badges (Tom)
Send major event cards (Tom)
Send division Holiday greetings to CAC (Tom)
Send congratulation cards to Outstanding
Teacher Award Recipients (Tom)
Submit articles to UW-STOUT TODAY (Tom)
Attend the International Dinner Program (Office
of Int’l Students Services) (Vice Chan.)
Attend State Employee Recognition Reception
(Vice Chan.)
Attend Dedication Ceremonies for Jarvis
Attend scholarship reception (Vice Chan.)
Attend other special events (Vice Chan.)
Date
Accomplished
Mid-July/Oct.
Promotional items to reinforce division’s mission,
vision and values (Sherri)
Host All Division meeting in September (Vice
Chan., Jenn, Sherri, Tom)
Attend custodial picnic (Vice Chan.)
Attend campus holiday feasts (Vice Chan., Jenn,
Sherri, Tom)
Volunteer at Great American Cookout (VC)
Send major event cards (Tom or Jenn)
Distribute holiday greeting (Tom)
Quarterly division newsletter (Tom)
Monthly Notes from the Vice Chancellor e-mail
(Vice Chan., Tom)
Post division information to website (Tom)
New employee Vice Chancellor orientation (VC,
Jenn)
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Administrative and Student Life Services Communication Plan 2014-2015
ASLS Employees
(continued)
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Chancellor
Menomonie Community
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January 2015
New employee tours (Sherri, ASLS Training and
Development Comm.)
Distribute division annual report (Sherri)
Distribute division focused initiatives (Sherri)
Send congratulations letters from ASLS (Tom)
-Outstanding Service Award Recipients (Vice
Chan., Tom)
-handwritten card to Classified Employees of the
Month (Vice Chan., Tom)
Hold weekly ASLS Council meetings (Vice Chan.,
Sherri)
Attend recognition reception for 2009-20010
promotion and tenure recipients (Vice Chan.)
Attend the departmental staff meetings when
invited (Vice Chan.)
Attend Classified Employee of the Month
recognition reception (Vice Chan.)
Attend Retirement Reception (Vice Chan.)
Send out special announcements via ASLS e-mail
(Vice Chan., Tom)
Collaborative Group Reception (Vice Chan., Tom)
Work with ASLS Training & Development Team to
identify consistent communication opportunities
(Tom)
Attend Staff Meetings to introduce self and
explain communications role (Tom)
Use focus groups for feedback on big issues in
division through BPA (Vice Chan.)
Highlights committee work on Website each
month (Tom)
Develop an Announcement Section on Website
(Tom)
Facilitate Webmaster’s Group (Tom)
Organize reception for Safety Award Winners
(Tom)
Attend University Housing Spring Banquet (VC)
Send division holiday greeting (Tom)
Send division focused initiatives (Sherri)
Annual Report (Vice Chan., Sherri)
Weekly meetings (Vice Chan.)
Send division newsletter on quarterly basis (Tom)
Attend Chat with the Chancellor meetings (Vice
Chan., Sherri, Jenn, Tom)
Send division holiday greeting (Tom)
Attend business events (Vice Chan.)
Use of name badges at community events (Vice
Chan., Jenn, Sherri, Tom)
Fund the Career Exploration Program (Vice Chan.)
Submit articles (via Communication Office) to the
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Administrative and Student Life Services Communication Plan 2014-2015
Menomonie Community
(continued)
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Students
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January 2015
Dunn County press (Tom)
Attend the Dunn County Economic Development
Corp. Annual meeting (Vice Chan.)
Attend other special community events (Vice
Chan.)
Dunn County Relay for Life (Vice Chan., Jenn)
Move In Day greeter (Vice Chan.)
Letters of Congratulations to incoming SSA
President and Director of Finance (Tom) (April)
Attend Stout Student Association (SSA) meetings
(Vice Chan.)
Send congratulatory letters to students as
needed (Tom)
Attend Annual Scholarship Award program (Vice
Chan.)
Attend Great American Cookout (September)
(Vice Chan.)
Promote Shuttle (Vice Chan./Tom/Sarah)
Attend major student events (Vice Chan.)
-Commencement
-International Dinner
-University Housing Hall Banquet
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Administrative and Student Life Services Communication Plan 2014-2015
Responsibility for Events broken out by person
Person Responsible
Audience
Vice Chan.
UW System
Strategy
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Vice Chan.
UW-Stout
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Vice Chan.
ASLS Employees
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January 2015
Date
Accomplished
Campus visits (Vice
Chan.)
Send division annual
reports (Vice Chan.,
Sherri)
Focused Initiatives
(Vice Chan., Sherri)
Meeting with Finance
Office (Yearly, Sherri,
Vice Chan.)
Attend the
International Dinner
Program (Office of
Int’l Students
Services) (Vice Chan.)
Attend State
Employee
Recognition
Reception (VC)
Attend Dedication
Ceremonies or
Groundbreaking (VC)
Attend scholarship
reception (VC)
Attend other special
events (VC)
Host All Division
meeting in
September (VC, Jenn,
Sherri, Tom)
Attend custodial
picnic (Vice Chan.)
Attend campus
holiday feasts (VC,
Jenn, Sherri, Tom)
Volunteer at Great
American Cookout
(Vice Chan.)
Monthly Notes from
the Vice Chancellor
e-mail (VC, Tom)
New employee Vice
Chancellor
orientation (VC, Jenn)
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Administrative and Student Life Services Communication Plan 2014-2015
Vice Chan.
ASLS Employees
(continued)
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Vice Chan.
Chancellor
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January 2015
Send congratulations
letters from ASLS
(Tom)
-Outstanding Service
Award Recipients
(Vice Chan., Tom)
-handwritten card to
Classified Employees
of the Month (VC,
Tom)
Hold weekly ASLS
Council meetings
(Vice Chan., Sherri)
Attend recognition
reception for 20082009 promotion and
tenure recipients
(Vice Chan.)
Attend departmental
staff meetings when
invited (Vice Chan.)
Attend Classified
Employee of the
Month recognition
reception (VC)
Attend Retirement
Reception (VC)
Send out special
announcements via
ASLS e-mail (VC,
Tom)
Collaborative Group
Reception (Vice
Chan., Tom)
Use focus groups for
feedback on big
issues in division
through BPA (Vice
Chan.)
Attend University
Housing Spring
Banquet
Annual Report (Vice
Chan., Sherri)
Weekly meetings
(Vice Chan.)
Attend Chat with the
Chancellor meetings
(Vice Chan., Sherri,
Jenn, Tom)
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Administrative and Student Life Services Communication Plan 2014-2015
Vice Chan.
Menomonie
Community
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Vice Chan.
Students
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January 2015
Attend business
events (Vice Chan.)
Use of name badges
at community events
(Vice Chan., Jenn,
Sherri, Tom)
Fund the Career
Exploration Program
(Vice Chan.)
Attend the Dunn
County Economic
Development Corp.
Annual meeting (Vice
Chan.)
Attend other special
community events
(Vice Chan.)
Dunn County Relay
for Life (Vice Chan.,
Jenn)
Move In Day greeter
(Vice Chan.)
Attend Stout Student
Association (SSA)
meetings (Vice Chan.)
Attend Annual
Scholarship Award
program (Vice Chan.)
Attend Great
American Cookout
(September) (Vice
Chan.)
Promote Shuttle (Vice
Chan./Tom)
Attend major student
events (Vice Chan.)
-Commencement
-International Dinner
-University Housing
Hall Banquet
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Administrative and Student Life Services Communication Plan 2014-2015
Person Responsible
Audience
Strategy
Jenn
UW-System
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Send major event
cards and gifts
(Tom/Jenn)
Jenn
Jenn
UW-Stout
ASLS Employees
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Host All Division
meeting in September
(Vice Chan., Jenn,
Sherri, Tom)
Attend one campus
holiday feasts (Vice
Chan., Jenn, Sherri,
Tom)
Send major event
cards (Tom or Jenn)
New employee Vice
Chancellor orientation
(Vice Chan., Jenn)
Attend Chat with the
Chancellor meetings
(Vice Chan., Sherri,
Jenn, Tom)
Use of name badges
at community events
(Vice Chan., Jenn,
Sherri, Tom)
Dunn County Relay for
Life (Vice Chan., Jenn)
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Jenn
Chancellor
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Jenn
Menomonie
Community
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Jenn
January 2015
Date
Accomplished
Students
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Administrative and Student Life Services Communication Plan 2014-2015
Person Responsible
Sherri
Audience
UW System
Sherri
UW-Stout
Sherri
ASLS Employees
Sherri
Chancellor
Sherri
Menomonie
Community
Sherri
Students
January 2015
Strategy
 Send division annual
reports (Vice Chan.,
Sherri)
 Focused Initiatives (Vice
Chan., Sherri)
 Meeting with Finance
Office (Yearly, Sherri, Vice
Chan.)
 Distribute division annual
report to CAC (Sherri)
 Distribute division
focused initiatives to CAC
and Senate of Academic
Staff (electronically)
(Sherri)
 Promotional items to
reinforce division’s
mission, vision and
values (Sherri)
 Host All Division meeting
in September (Vice
Chan., Jenn, Sherri, Tom)
 Attend one campus
holiday feast (Vice Chan.,
Jenn, Sherri, Tom)
 New employee tours
(Sherri, ASLS Training
and Development
Comm.)
 Distribute division annual
report (Sherri)
 Distribute division
focused initiatives
(Sherri)
 Hold weekly ASLS council
meetings (Vice Chan.,
Sherri)
 Send division focused
initiatives (Sherri)
 Annual Report (Vice
Chan., Sherri)
 Use of name badges at
community events (Vice
Chan., Jenn, Sherri, Tom)
Date
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Administrative and Student Life Services Communication Plan 2014-2015
Person Responsible
Tom
Audience
UW System
Tom
UW-Stout
Tom
ASLS Employees
January 2015
Strategy
 Send division holiday
greetings (Tom)
 Send major event cards and
gifts (Tom, Jenn)
 Distribute newsletter to
Chancellor’s Advisory
Council quarterly (Tom)
 Post division information to
website (Tom)
 Wear magnetic name
badges (Tom)
 Send major event cards
(Tom)
 Send division Holiday
greetings to CAC (Tom)
 Send congratulation cards
to Outstanding Teacher
Award Recipients (Tom)
 Submit articles to the UWStout Today (Tom)
 Organize reception for
Safety Award Winners (Tom)
 Host All Division meeting in
September (Vice Chan.,
Jenn, Sherri, Tom)
 Attend one campus holiday
feast (Vice Chan., Jenn,
Sherri, Tom)
 Send major event cards
(Jenn, Tom)
 Distribute holiday greeting
(Tom)
 Quarterly division newsletter
(Tom)
 Monthly Notes from the Vice
Chancellor e-mail (Vice
Chan., Tom)
 Post division information to
website (Tom)
 Send congratulations letters
from ASLS (Tom)
-Outstanding Service Award
Recipients (Vice Chan., Tom)
-handwritten card to
Classified Employees of the
Month (Vice Chan., Tom)
 Send out special
announcements via ASLS e-
Date
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Administrative and Student Life Services Communication Plan 2014-2015
Tom
ASLS Employees
(continue)
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Tom
Chancellor
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Tom
Menomonie
Community
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Tom
Students
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January 2015
mail (Vice Chan., Tom)
Collaborative Group
Reception (Vice Chan., Tom)
Work with ASLS Training &
Development Team to
identify consistent
communication
opportunities (Tom)
Attend Staff Meetings to
introduce self and explain
communications role (Tom)
Highlights committee work
on Website each month
(Tom)
Develop an Announcement
Section on Website (Tom)
Webmaster’s Group (Tom)
Send division holiday
greeting (Tom)
Send division newsletter on
quarterly basis (Tom)
Attend Chat with the
Chancellor meetings (Vice
Chan., Sherri, Jenn, Tom)
Send division holiday
greeting (Tom)
Use of name badges at
community events (Vice
Chan., Jenn, Sherri, Tom)
Submit articles (via
Communication Office) to
the Dunn County press
(Tom)
Letters of Congratulations to
incoming SSA President and
Director of Finance (April)
(Tom)
Send congratulatory letters
to students as needed (Tom)
Promote Shuttle (Vice
Chan./Tom)
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Administrative and Student Life Services Communication Plan 2014-2015
Recurring Division Press Releases and Letters/Cards (Tom)
July
August
September
Move-In Day
Work with Student Housing Staff to publicize
move-in day; take photos
Career Exploration Program
Send letter of congratulations along with
photo from press release
Submit press releases to community as
occur – more than just September
Student Involvement in the
Community
October
Annual Great American Cookout –
Staff Serving Students
Years of Service Letters
November
Economic Impact?
December
Holiday cards
January
Winter Break Activities
Photos
Send awardees congratulations letters week
of ceremony
Community revenue generated by UW-Stout
and its various programs and events?
Design and mail out holiday greetings to
ASLS division staff, System, CAC, select
community members
Press Release on Volunteer opportunities
performed by Students
CACUBO/NACUBO contest
Enter proposals to CACUBO/NACUBO
contest
February
March
Alternative Break
April
SSA President and
May
June
Outstanding Teachers
Send out press release on Alternative Break
activities of students
Send congratulatory letters to incoming SSA
President & Financial Affairs Director
Coordinate Safety Award reception
Send ASLS congratulatory cards to
Outstanding Teacher Recipients
Monthly
Ongoing
Quarterly
January 2015
Outstanding Staff & Office
Send congratulatory cards to outstanding
staff and office recipients
Collaborative Group Reception
Send/Give out cards, certificates, and
booklets to recipients/supervisors/CAC
Send congratulations card from Vice Chan.
to awardees
Send retirees congratulations letters upon
receiving notification
Classified Employee of the Month
Award
Retirement letters
Web updates
As needed
Notes from the Vice Chancellor email
Newsletter
Bi-weekly, or as necessary
Send out to ASLS division staff and CAC
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Administrative and Student Life Services Communication Plan 2014-2015
Proposed Public Relations Strategies
Audience
UW System
UW-Stout
ASLS Employees
Chancellor
Menomonie Community
Students
January 2015
Proposed Strategies (by Vice Chan. unless noted
otherwise)
 Semi-Annual Visits
 Send articles to Community News, when
appropriate
 Communicate through bi-weekly Notes
from the Vice Chancellor E-mail
 Attend unit staff meetings periodically
 Sporadic visits
 Photos of staff/events (Tom)
 Chat with the Chancellor
 Conduct annual department visits
 Join civic groups
 Attend meetings with Mayor
 Attend community events (Chamber of
Commerce)
 Attend “Meet Menomonie” event
 Present info at SSA open forum
 Meet with Stoutonia editorial board (Tom)
 Place annual ad in Stoutonia (Tom)
 Present at IRHC open forum
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