COMMUNICATIONS
POLICIES AND PROCEDURES
CAI Communications
The competition for attention in today’s world is intense as we are bombarded by a constant stream of
electronic and paper solicitations and messages. The selection of appropriate modes of communication is
critical, including where, when and how to communicate with advertising, email, press releases, and more.
Effective, accurate and timely communication is extremely important. It impacts how congregants regard CAI
– their level of trust, whether or not they will attend programs, volunteer for activities, become leaders, and
contribute to the financial health of the organization. It also affects outreach to the larger community, how
CAI is seen by the community, and success in recruiting new members. And it may, also, raise or affect CAI’s
legal position in the event of litigation or legal obligations.
Communications often involve more than one committee or group within CAI, and need to be coordinated for
consistency. We want to speak with a common voice, grounded in our mission statement and the Jewish value
structure on which our mission rests.
Communications Policies and Procedures
Section 1: General Principles: Written, Electronic and Verbal Communications Overview
Section 2: General Communications Guidelines: Communications Approval Information
Section 3: Events or Programs
3a. Photographs
3b. Event Publicity
Section 4: CAI Logo and Fonts
4a. Logo Usage Guidelines
4b. Prohibited Alterations of the CAI Logo
Section 5: CAI Email Guidelines
5a. Email Signature
Section 6: Public Relations
6a. Internal Communications Outreach
6b. External Communications Outreach
COMMUNICATIONS
POLICIES AND PROCEDURES
1. General Principles (written, electronic and verbal communications)
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Submit internal and external communications on behalf of CAI or any of its committees or agencies for
review and clearance to Julie Colella, Communications Manager.
Do not advocate for political candidates under the auspices of CAI. Advocacy for a cause (as opposed
to a candidate) outside of CAI must be approved in advance by the Executive Committee.
Do not disseminate communications by entities outside of CAI without the prior approval of the
Executive Committee.
Do not offer jobs, contract for services or goods, or otherwise communicate in a way that may legally
bind CAI, without obtaining prior approval by the Executive Committee, or acting in accord with
procedures established by the Executive Committee.
Do not communicate to the media, in your capacity as a representative of CAI or any of its agencies or
committees, without the prior approval of the Executive Committee.
Do not communicate libelous or disparaging information, or in a manner that harasses or unlawfully
discriminates against any individual, or is otherwise in violation of applicable law.
Do not communicate confidential information concerning CAI, or its agencies, personnel, lay leaders,
congregants, or others utilizing CAI services, unless you first obtain written permission to release such
data from the appropriate individual/entity.
2. General Communications Guidelines
Communications include mail, e-mail, phone calls, press releases, advertisements, social media, posters,
etc. Below are some simple guidelines to follow when you create materials.
 Utilize clear and concise language - all messages should be simple and easy to understand.
 Clearly identify the target audience you are trying to reach and the best way to connect with them.
 Include relevant information (who, what, when, where and why) in all communications. Describe the
event to address the mindset of someone who knows little or nothing about it.
 Edit, proof and re-proof all written materials for accuracy.
ALL WRITTEN/ELECTRONIC COMMUNICATIONS MUST BE APPROVED PRIOR TO
PUBLICATION. EMAIL PROOFS TO JULIE COLELLA AT COMMUNICATIONS@AGUDATH.ORG.
3. Events or Programs
Information about upcoming events or programs should be submitted at least four weeks in advance,
except where such lead time is not possible. This allows enough time to incorporate the information and
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format it for appropriate communications and social media. Last minute notification drastically reduces
community participation and space availability.
3a. Photographs
Please remember to take photographs at all events and send digital copies to
communications@agudath.org. A photo release form is required for all individuals in order to authorize
CAI to use these images in printed or web-based material. A copy of this form is available in the main office
or can be emailed to you upon request.
3b. Event Publicity
To publicize an upcoming event or program, the following steps must be completed:
1. Send an email to operations@agudath.org to reserve the date, room(s) and arrange for set-up and
necessary supplies (tables, chairs, coffee, food, etc).
2. Submit a detailed description including the event title, contact person for event, location, target
audience, etc., to Julie Colella (jcolella@agudath.org) to be included in the weekly email blast, online
calendar, TV monitor, etc. All material should be submitted as a Microsoft Word or JPG file. Do not
send pdf files.
3. Provide copies of major creative elements to promote the event including advertising, press releases,
brochures, etc., for approval prior to production and distribution.
4. CAI Logo and Fonts
These logo guidelines are essential to maintain the integrity of the CAI logo and branding. Incorporate the
logo in its original form and colors only into all relevant correspondence.
 The logo is for use in print and digital media. Digital files are available in JPG, EPS and PNG formats.
 The official logo color is Pantone Matching System (PMS) 648 Blue.
 The official font is Calibri, which is to be used in all documents.
 For reference, fonts in the logo are Imperator Small Caps for “Congregation Agudath Israel,” TR Lucida
Handwriting for “CAI” initials and New Peninim MT for the Hebrew type. These fonts should be used in
conjunction with the logo for consistency.
4a. Logo Usage Guidelines
The logo may not be altered or redrawn in any way, including typestyle, proportion, letter spacing, color or
placement of the individual elements making up the logo. Changing a key graphic element, however good
your intentions may be, detracts from the consistency of the CAI logo. You must follow these usage
guidelines:
 PMS 648 Blue should be used at all times unless the logo is being printed in black and white. The blue
color should not be altered in any way.
 The logo should be used on a white or neutral background. If the logo is used on a colored background,
the color should be light enough so the logo is still legible. If the background is too dark, the logo
should be used within a white circular background.
 A minimum of 0.25 inches of clear space must surround the logo to separate it from other elements on
the print or digital medium. This area, referred to as the area of non-interference, will preserve the
visual impact and legibility of the CAI logo.
 No other logos, symbols, words, designs or trademarks should be used in close proximity to or
combined with the CAI logo.
4b. Prohibited Alterations of the CAI Logo
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DO NOT add any graphic elements or type around the logo within the area of non-interference
DO NOT place the logo on a heavily patterned background
DO NOT stretch or distort, or change the proportions/orientation of the logo
DO NOT substitute other typefaces or fonts for the logotype
DO NOT use the CAI element of the logo as its own logo
DO NOT change the letter spacing of the logotype or move any elements of the logo
5. CAI Email Guidelines
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Only send congregation-wide emails from an authorized general CAI mailbox using the official CAI
Constant Contact template (CAI@agudath.org, Rabbi@agudath.org, ECC@agudath.org,
education@agudath.org, etc.) and NOT from a personal internal or external email address.
Departments utilizing Constant Contact for e-blasts need to contact Julie Colella for guidelines and login information.
When sending an email, be sure to speak to the general audience – include an explanation of programs
with Hebrew titles, fully explain each program and its purpose or goal, and be sure the information is
relevant to the recipients.
Do not send any emails on behalf of an outside organization without the approval of the Executive
Board.
5a. Email Signature
Everyone should utilize a standard format email signature at CAI (see example below). For setup, please
email communications@agudath.org with your name, title, and extension. To setup your email signature
in Outlook:
 Open Outlook and go to File  Options Mail  Create or modify signatures for messages 
Signatures  e-mail signature  Click on “New”  create a name for your signature
 In the bottom box you can type and edit your signature. Copy and paste this format below by
highlighting from the bottom up, starting at the LinkedIn logo and highlighting the information moving
up.
First Last Name
Title | Congregation Agudath Israel
EMAIL@agudath.org | www.agudath.org
20 Academy Road | Caldwell, NJ 07006
973.226.3600 ext. XXX | fax 973.226.7480
6. Public Relations
6a. Internal Communications Outreach
The following options are available for you to reach the congregation.
 Tuesday E-Blast – Relevant information on upcoming events within the congregation as well as limited
information regarding “happenings in our community.” Messages are relative to the present month,
focusing on events in calendar order from top to bottom. Events within the next week will appear
under “This week at CAI.”
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Friday Shabbat Shalom – Weekly readings as well as information pertaining to Shabbat and events
happening on the upcoming Friday, Saturday and Sunday only.
Saturday Printed Shabbat Shalom – A brief description of events at CAI, committee messages, etc. Due
to the limited space available in this piece, only immediate events (within the next 3-4 weeks) are
included.
TV Monitor – Relevant events and messages for the present month.
Facebook – There are Facebook accounts for the CAI community, CAI Education and CAI ECC, as well as
group pages for USY and CAI Young Singles. If you would like to include a post, please email
communications@agudath.org with all pertinent information, including “Facebook” in the subject line.
LinkedIn – CAI has an overall LinkedIn account as well as a professional LinkedIn account. If you would
like to include a post, please email communications@agudath.org with all pertinent information,
including “LinkedIn” in the subject line.
“The VOICE” - All committees should submit material, such as an article and/or information about an
event each month. Please keep all information relative to the particular month and refrain from
offering any political views. All information must be submitted according to the yearly schedule. Please
submit articles to communications@agudath.org with the event details as well as “The VOICE” in the
subject line.
6b. External Communications Outreach
The following options are available for you to reach the public. Please email your event information or
press release to communications@agudath.org to plan the best way to address meeting your goals.
 New Jersey Jewish News*
 New Jersey Tomato Press
 The Progress/Observer
 The Alternative Press
 NJ.com/Star Ledger
 New Jersey Monthly
 Caldwell Patch
 Suburban Essex
 Baristanet.com (section also for Kid-Friendly
 NJ Family Magazine
Events)
*New Jersey Jewish News – all submissions must be in by 12PM Monday of the WEEK BEFORE publication date (10 days before
the Thursday newspaper date). Note that you must give five additional days if you need assistance writing a press release. Please
submit event details to communications@agudath.org with “New Jersey Jewish News” in the subject line.
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