These resources will help your department or program get publicity for campus events and news. See below for more resources.
1) CALENDAR OF EVENTS:
Enter your open to the public event on the online UMD Events Calendar. Follow the simple instructions. Post your event on the online UMD Events Calendar, before you send a Business Announce e-mail. Calendar events that are open to the public now appear on the UMD Homepage. NOTE: UMD will switch to a new events calendar in August 2015.
2) BUSINESS ANNOUNCE (mass e-mail):
After you have posted the event to the online UMD Events Calendar, you can send one early email notice and one email notice just before the event to the campus, via firstname.lastname@example.org. To subscribe, see "E-mail lists." Be sure you read the guide for these announcements and be courteous. The Campus Web Committee gets complaints about multiple e-mails, errors on e-mail, and inappropriate messages.
3) DEPARTMENT WEB PAGE:
Your department has its own following of people. Make sure your own events and news items are up-to-date on your department web page and social media pages, such as facebook and twitter. Use the UMD Web Templates to design your pages. When making web pages, it is important to be familiar with UM policies and UMD policies.
4) NEWS RELEASES:
For many events, the department or program can send out their own news release. Make sure you also send a copy to External Affairs. The UMD Communicators Council and External Affairs maintain a list of Media Contacts for use by departments when sending news releases. For examples of news releases, see the News Release page.
External Affairs can help with news releases if your event or program is of interest to a large public audience. Before they can help you, all these steps should be in process: posting the event to the online UMD Events Calendar, sending a UMD Business Announcement, making a department web page, and making a poster or brochure.
For information about getting a UMD item in UM Brief, email External Affairs, or contact Kathleen McQuillan-Hofmann at 726-7111 or email@example.com.
5) CURRENTS NEWSLETTER
Currents, the UMD newsletter, is published ten times throughout the year and features campus news and faculty/staff news and accomplishments. To submit campus news and/or faculty/staff news, send the info to firstname.lastname@example.org.
Mailing to select audiences can target your message. UMD's guidelines for publication. Be sure to use the UMD brand and the EEO statement in the proper manner. Please note that major mailings/publications that go to off-campus audiences of 5000 or more need to be reviewed by the Office of the Chancellor and Cheryl Reitan. Contact Cheryl Reitan at 726-8996 or email@example.com.
8) EQUAL OPPORTUNITY:
As a public institution, UMD works to maintain a positive campus environment that promotes affirmative action, diversity, and equal access to all. Some printed materials must carry statements that reflect our commitment to this mission and our compliance with certain legal guidelines. See guidelines for using the EEO statement in the proper manner.
10) NEWS ARTICLES:
The purpose of the UMD Homepage is to emphasize the positive features of UMD for prospective students, current students, parents, alumni, faculty and staff, the community, and friends of UMD.
Appropriate homepage features include stories about academics within all of UMD’s colleges, teaching and outreach, research and technology, interesting programs, athletics, prominent campus events, and hidden gems. Profiles of outstanding students, faculty, staff, and alumni are also highlighted.
External Affairs welcomes ideas for feature items for the UMD home page. Typically stories are posted for 5-14 days. Before you ask to have your event featured on the UMD Homepage, post the event on the web Calendar of Events, and if possible, make a web page for the event. Suggestions about events need to be made three weeks or longer in advance of the date. Suggestions may be sent to External Affairs. See the policies for more information.
Homepage Links: The addition and placement of Homepage links is determined by the UMD Web Team.
11) TALKING TO REPORTERS/CRISIS CONTACTS:
If reporters contact you for information or comments based on a story idea you have "pitched" to them, use your best judgement when you speak to them. Make sure you let External Affairs know about the contact. When you deal with television reporters, have a few "sound bites" rehearsed before the interview. If a request for an interview is unsolicited, External Affairs may need to research the issue and determine whether and/or who could speak effectively about the issue.
In a crisis situation, or for personnel matters, police matters, and other sensitive topics, do not attempt to comment. Immediately contact relevant offices: the UMD Police, Vice Chancellors, the Chancellor's Office, the Human Resources Office, AND the External Affairs Office.
UMD has contract rates with the Duluth News Tribune and other venues. Make sure that you ask for the best UMD rate, and be sure to use the UMD brand and EEO statement in the proper manner.
13) FILMING ON CAMPUS:
There is a policy and a form for outside groups who wish to film on campus: "Filming and Photography at the University":
The form is to be filled out by the film company and sent to the President's Office. They will follow up in conjunction with the people in charge of the specific location. The filmmakers will be charged a fee based on a long list of factors.
14) PHOTOGRAPHY ON CAMPUS:
Use this Photo/Film Authorization permission form when taking photos to be used in publicizing UMD events and programs.
Good luck, and thank you for helping to make UMD a vibrant, entertaining, and informative university.
University of Minnesota Duluth
1049 University Drive
Duluth, MN 55812
Director of External Affairs
Associate Director for External Affairs
Director of Photographic Services
Web Development & Content Manager
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