Student Affairs Communications Group Minutes
August 14, 2013
Attendance: Kami Hammerschmith, Kent Sumner, Natalie Moser, Colleen Schlonga,
Wendy Little, Jennifer Viña, Aaron Waldron, Kate Sanders, Kim Hutto
Next meeting of the Student Affairs Communications Group will be Wednesday,
September 18, 2013, 9 a.m. -10:30 a.m., MU Council Room. Topic: TBA
Today
We welcomed Aaron Waldron from Financial Aid to the group.
Kent announced that on Friday, Oct. 4 at 11 a.m., University Marketing will be
presenting on the Graphic Identity Guidelines for any graphic design students or
professionals.
Wendy asked for topic suggestions for fall term meetings:
• Jennifer suggested continuing the discussion on FYE. How will Student Affairs
support FYE? What marketing messages should we all be using? Susie BrubakerCole has hired a GA to work on the FYE marketing plan, so we might be able to meet
with her.
• In May Melody Oldfield and Steve Clark presented on IMC. They are coming back
for a follow-up meeting on Oct. 2. They want to present the progress that has been
made on IMC since then and then have discussion and feedback from the group.
• How does Student Affairs work with the Alumni Association? Invite Kate, Kim and
Suzanne Flores.
• Responsive web design – currently there is one Drupal template (Doug Fir) that is
responsive web design
• Effective communication with students – When do big messages come out? How
can we piggyback on each other’s messaging? Jennifer said that Admissions, New
Student Programs and Housing have a communication timeline for prospective/new
students.
• Analytics/tracking campaigns for marketing efforts – Storify, Facebook Insights,
Twitter analytics, Ripplin, Wolfram. The Social Media Workgroup that meets the
first Friday of each month at lunchtime has been talking about analytics. Kim
mentioned looking at Net Promoter Score or would you recommend this to a friend?
This session could also look at tools and how to decide what data to collect based on
the core of what you want to know and then how it informs the work you do (databased decision making).
• Learning outcomes for student designers/marketing teams – any rubrics?
Educational theory your work is being based on. User experience is now being seen
in design titles. Are marketing materials meeting user expectations?
• Update on the university calendar. Is it going to the EMS system?
• Internal communications – Sharepoint, Google Apps. Perhaps a presentation on
what is available from Google’s options.
• Invite Sher Fenn to provide a Drupal update. Are there any new modules?
• Any other ideas? Send them to Wendy Little, Kent Sumner or Jen Busick Stewart.
Kate talked about her new role at the Alumni Association. She is in a hybrid role. She
does some marketing work and some office work. She works on community service
and has worked with Emily Bowling and the Center for Civic Engagement. She does
some awards programs and events. She has worked on the Facebook and Twitter
pages. She does alumni relations for ROTC and networks with groups outside set
regions. She said she can see links for the Alumni Association with Student Affairs,
especially FYE, Healthy Campus Initiative and Student Media.
Kim does career advising for alumni. Her role is to offer career resources, programs
and services to alumni from recent grad to retirement. She works to connect alumni
to job opportunities. She also manages the Beaver Careers LinkedIn.
We talked about the opportunity to tie student leadership positions to future
careers. There may be an opportunity to code student’s leadership roles and submit
them to the OSU Foundation. Then the Alumni Association could pull a report.
We discussed Homecoming. It was felt that currently students see it as an Alumni
Association and Athletics event. The Alumni Association would like to get more buyin from students for Homecoming.
The Alumni Association has a new Director starting on August 26. Kathy Bickel is
joining them from The Ohio State University, where she was Vice President,
Outreach and Engagement for their Alumni Association.
The Alumni Association would like to have stronger campaigns for new, incoming
students and Homecoming.
The Alumni Association has signed a contract with University Relations and
Marketing for URM to do their marketing and design work.
Colleen has been collecting events/announcements during the past year and then
sending them to the group every other week. She asked if this was helpful. Most said
they looked at them for their own personal information, but did not share them
further. It was suggested that we pull together the year-long calendars of events that
departments have and share that list with the group. Colleen offered to compile
them, so if you have a list of your events for 2013-14, please send them to Colleen
Schlonga.
Kent and Wendy provided an update on the Student Affairs
Marketing/Communications position. They met with Melody Oldfield and Steve
Clark about the position. The position will be paid half by URM and half by the
Provost’s Office with Larry as supervisor. Melody and Steve want the person to help
them be more connected to what Student Affairs is doing and to help communicate
URM information back to Student Affairs. Kent typed up the notes from their
meeting and sent them to Larry Roper. Larry said he would meet with Steve to
discuss next steps. Kent sent Steve and Melody a list of outcomes/goals the
Communications Group developed for the position. A big question has been where
will this person be located. It is possible they could be located with University
Marketing. The downside is that Adams Hall is not accessible. The funding for the
position became available July 1, so hiring could happen at any time.
We shared graphics request forms. Colleen shared the Graphic Design Intake Form
that Student Health Services uses.
We discussed the LCD screens that Student Health, Rec Sports, CAPS, MU and Career
Services have. SHS and CAPS have wide slides, the MU’s are horizontal and
Recreational Sports are vertical. SHS slides are 1920 x 1080 pixels. SHS, CAPS and
Career Services use them more for internal messaging, but will accept relevant
slides from other departments. The MU charges $30 per week. The slides must be
campus related. Recreational Sports charges $51 per week. Colleen said that some
smart classrooms have slides running on screens in between classes, but she does
not know whom to contact.
Kent shared the MUPC Graphic Design Request Form. He said it is used to start the
discussion. He said the milestone deadlines at the bottom of the form are helpful.
This year they are making the form an online form. The online form includes price
ranges for different products. http://mu.oregonstate.edu/workorder
He said in order to view the results of the form the person has to be an admin on the
Drupal site. Currently he has the form setup to email him when someone completes
it.
Natalie shared UHDS’ Graphic Design Request form. It is available online for internal
users. They ask for a budget and index number. Once they receive the request form,
they setup a meeting. The original requests are emailed to Nancy Raskauskas,
Jennifer and Natalie. They also have an online web fix form that goes to Nancy.
Wendy shared Recreational Sports Graphic Design Request form. Their form is not
online. Wendy said she also has a proofreading document she will share with the
group. Recreational Sports also has a Photo/Video/Quotation Release form.