Well, winter weather is upon us — and whether you’re elated or heartbroken by today’s snowflakes, it’s a good time to review Hope’s process for making weather-related decisions and announcements.
A decision to close campus offices and cancel classes is typically announced prior to 6:30 a.m. In the *rare* event that offices are closed and classes are cancelled, you can find the announcement in the following places:
- Hope website: The announcement will be posted on hope.edu/alert and InHope.
- Media: The announcement will be shared with local media, including WTHS radio and WOOD, WZZM and WWMT television stations.
- Text alert: The announcement will be issued via the HOPE ALERT emergency text messaging system. Please take a few minutes to verify that your emergency contact information is current by doing the following:
> Go to hope.edu.
> Select “Personal Information.”
> Select “Update Emergency Contacts.” Your name (Relationship: Self) and cell phone number
entered as an Emergency Contact will register you to receive HOPE ALERT messages.
When weather-related closures/cancellations occur, essential personnel (Campus Safety staff, plow drivers, etc.) are expected to report if at all possible. If unsure whether you are expected to report, please contact your supervisor directly.
For those crews that report to work between 10:00 p.m. and 6:00 a.m., please use good judgment in determining whether it is safe for you to travel in for work. Notify your supervisor of your situation and stay alert for later announcements.
Bundle up, stay warm and enjoy the Michigan winter!
As the semester is underway, we thought we would share some helpful information and suggestions about campus-wide communication. Let us know if you have questions or if we can be helpful in any way!
WHAT IS CAMPUSMAIL?
- Campusmail is the Hope College moderated system for sending email messages to large sections of the campus community (e.g., all faculty, all employees, all students).
- If you have an event or information that is useful to the greater Hope community, you may send a Campusmail. The message must be Hope-related and originate from a faculty or staff Hope email address.
- Campusmails are distributed three times per weekday by Public Affairs and Marketing.
HOW TO SEND A CAMPUSMAIL
- From your faculty or staff Hope email account, send your message to email@example.com.
- Include a helpful subject line and your intended recipients (e.g., all employees, only faculty, etc.). Also include a CAMPUSMAIL DISTRIBUTION header.
Subject: Join us for Special Event on 10/1
(Send to all Faculty)
CAMPUSMAIL DISTRIBUTION (from Jane Doe)
You are invited to a Special Event on 10/1….
NOTES ABOUT CAMPUSMAIL
- Attachments and images are not permitted due to technical limitations with Campusmail. Instead, add your information to Google Drive and include a link in your email.
- Using an email platform like MailChimp or Constant Contact to draft your email and then sending a single message to Campusmail for distribution violates those companies’ terms of service.
- Regular messages to students or specific targeted groups of students (e.g., all Philosophy majors) are handled through the Studentmail system (firstname.lastname@example.org), coordinated by the Office of the Registrar.
- inHope is Hope College’s intranet and is only accessible to individuals who have a hope.edu email address.
- inHope includes campus announcements, news, events, employee and student directories, Marketplace and links to common campus resources and services.
- To submit an inHope announcement, complete the announcement form and determine how long you want your announcement to stay active.
- The Hope College Calendar is a publicly accessible master list of events. Events on the calendar also appear on inHope, department websites, and digital signage.
- To post your event on the calendar:
- Make your campus room reservation through EMS.
- Select ‘Yes’ to display this event on the Hope College public calendar.
- Include descriptive text in the “Event Details” section of the room reservation.
- Approved events typically appear on the campus calendar in 1–2 business days.
- List all of your department events on the calendar, even if attendance is not open to the public. If your event is invite-only, do not post your event.
- Promote your event by emailing more information and/or a custom photo to email@example.com.
- For assistance with room reservations, contact the Events and Conferences Office (firstname.lastname@example.org, 616.395.7222).
Please send any questions about Campusmail, inHope and the Calendar to Public Affairs and Marketing (email@example.com, 616.395.7860).
Over the last year, there has been a significant increase in Hope College video production. With more Hope video comes more visibility for the college (great!) as well as more demand, more deadlines and more concern about quality (sometimes stressful!). Recently, the Public Affairs and Marketing team updated its guidelines for video production. We invite you to take a look, and let us know if you have any questions. In the meantime, let us answer a few of the most common questions we field:
- I’d like to create a video and post it to the Hope website. How do I do that? In order to be posted on the Hope website, your video first must be published on the Hope YouTube Channel… and in order for the video to be published on the Hope YouTube Channel, you must follow Hope’s video production guidelines.
- Do I have to let Public Affairs and Marketing know I’m creating a video? If you want your video to be considered for the Hope YouTube Channel, yes! Contact us at least two weeks prior to the start of your production — but ideally, as soon as you get the idea for your video.
- Can a student produce a video for our office or department? You bet! Hope students are very talented, and they do great work on videos. (Here’s an example of a fantastic video that a *student* produced for a recent Admissions initiative.) If a student is creating a video that you plan to post on the Hope website, the student must meet with a Web Communications staff member prior to production so we can discuss the guidelines in person. To set up a meeting, contact the team at 395.7860 or firstname.lastname@example.org.
- Can you make the video for me? Hope College does offer professional video services! Our video services manager, Phil Blauw, is awesome. Submit your request, and we’ll follow up to begin planning the next steps.
- What’s the best length for a video? Quick answer: Depends on how you’re using it, but somewhere between 30 and 60 seconds.
- I shot a video and noticed afterward that the students/employees we featured were wearing Calvin apparel. Is that OK? That’s a trick question! If you answered “yes,” go immediately to the Hope College Bookstore! Do not pass GO! Do not collect $200! It hurts our orange-and-blue hearts when we see Hope videos featuring students and employees wearing branded attire from other schools.
- It’s cool if I wait until the last minute to request that my video get posted on the Hope College YouTube channel, right? Another trick question! Please give us as much notice as you can. Do not wait until your video is complete to make your request. (Tip: Our very first question will be, “Did you follow the guidelines?”)
- Does it matter if I use my mobile device to produce the video? Does it matter if I shoot video horizontally or vertically? Does it matter if I use copyrighted music and images in my video? Yes, yes and YES. Please see the guidelines for more information.
- I don’t have the Hope logo on file. Can I recreate the logo myself, and maybe throw in some Comic Sans font? Ouch! Proper usage of the Hope College brand is required for all videos. Our Creative Services team is happy to field your brand questions; contact them at 395.7860 or email@example.com.
- Do I need to include a transcription of my video? OK, so we don’t get this question often. But you should know that, as of Jan. 1, 2018, all videos hosted by Hope College must include transcriptions for accessibility. You are required to submit a transcription for all videos. To discuss any questions or concerns, please contact our Web Communications team at 395.7860 or firstname.lastname@example.org.
Interested in chatting about your video ideas? Let us know. We can’t wait to help you flex your creative muscles.
Recently the inclusion of images in “campusmail” and “studentmail” messages has become problematic. In some cases, the distribution of messages with images can take hours and hold up other messages. Additionally, the information in an image is not accessible to those with visual impairments.
Because this system is necessary for the prompt distribution of emergency and weather-related information, we are discontinuing the inclusion of images in messages for the time being. Text-only messages also have the benefit of being more easily read on mobile devices and can be searched at a later date.
If you have an image or file that you wish to share with the campus community, please upload it to Google Drive and include a link in your message.
Please also consider complementary communication options. For example, events can be submitted to the Campus Calendar, announcements can be submitted to inHope and you can create images to be shared on various screens around campus. Additionally, you might consider promoting larger events on Facebook, Twitter, Instagram or your department blog.
Work is underway to develop a new system for the distribution of campus-wide messages in the months ahead.
Thank you for your understanding!
Julie Huisingh, Public Affairs and Marketing
Jeff Pestun, Computing and Information Technology