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This quick reference guide will help you to communicate with students at any time during their studies at Anglia Ruskin University. The guide uses a simple flowchart to assess the purpose and urgency of your message. It then determines the most appropriate ways of sending it. The guide also advises you when you must keep a record of your messages to students.
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Individual Student
Group / Cohort of Students
All Students
This quick reference guide will help you to communicate withstudents at any time during their studies at Anglia Ruskin University.The guide uses a simple flowchart to assess the purpose and urgencyof your message. It then determines the most appropriate ways ofsending it. The guide also advises you when you must keep a recordof your messages to students.
Communicating With StudentsPublished October 2009
09091102
Who is your communication aimed at?
Individual Student Group / Cohort of Students
Is it possible to individually identifyall of the students in this group
Yes No
Is the message critical
Yes No
Use as manyof the
communicationchannels inbox 1 asyou feel
appropriate. Atleast one mustbe auditable
Go to box 2if the messageis importantand
box 3 if themessage is justfor information
Is the message critical
Yes No
Do you have thenecessary
approval to sendthis message
No/Don’tknow Yes
Is the messageapplicable toall students
No Yes
Is the message in response to anemergency
Yes No
Communicationsto All Studentsmust have prior
approval from theappropriate
authority e.g.Director of
Student Services,Director ofCorporateMarketing,Corporate
CommunicationsManager
Ensure thatyour messageis prefixed tospecify whoshould takenotice
e.g. “For theattention of alllibrary users”
Go to box 5if the messageis importantand
box 6 if themessage is justfor information
Go to box 8if the messageis importantand
box 9 if themessage is justfor information
Use as manyof the
communicationchannels in box
4 asyou feel
appropriate. Atleast one mustbe auditable
Use as manyof the
communicationchannels inbox 7 asyou feel
appropriate. Atleast one mustbe auditable
All Students
Appropriate Communication Channelswith Current Students The Process
Key
∆ Channels appropriate for urgent communications
• Communication methods that we are able to prove weresent, i.e. ones which are auditable
1 to 9 Reference number to be used in conjunction with theCommunication Channels Flow Chart document
It is suggested that, wherever possible,at least 3 of the recommended communicationchannels are used.
Research indicates that people often ignoreinformation until they have seen it for the 3rdtime. You should choose the 3 which are mostappropriate to your specific communication.
Priority
Recipient
CriticalUse as many channels aspossible but at least one must beauditable.
ImportantNo need to prove messagewas sent, but importantthat student receives it.
For Information Only
Individual
Messages unique to therecipient and addressed solelyto him/her i.e. 1-2-1
1e.g. “You cannot graduate unless your
University debts are paid.”
∆ • Email• Mail via recorded delivery
Face-to-face∆ Telephone
2e.g. “Your dissertation is ready
to be collected”
∆ Face-to-face∆ Telephone∆ • Email∆ Text message
Mail via normal post
3e.g. “We are confirming your
appointment with…”
∆ Face-to-face∆ • Email
Mail via normal post
Group/Cohort
Please note: If you cannotindividually identify thestudents within a group thenuse methods appropriate to “AllStudents” instead (see below).
4e.g. “Your exam has been rescheduled
to…”
∆ • Email∆ Text message (depending
on length of content, say‘please refer to email’).
• Mail via recorded delivery
5e.g. “Your lecture has been
cancelled” or “There hasbeen a room change”
∆ Face-to-face∆ Telephone∆ • Email∆ Text message
Notices and PostersMail via normal poste-Vision
6e.g. “There will be a guest
lecture on Thursday byDr…”
∆ Face-to-face∆ • Email∆ Telephone
Mail via normal post
All Students
If message is only applicable tostudents in a group whocannot specifically beidentified, then target yourcommunication by prefixing thesubject of the communicationwith “For the attention of (e.g.)Library users”Please note: Communicationsto All Students must haveprior approval from theappropriate authority e.g.Director of Student Services,Director of CorporateMarketing, CorporateCommunications Manager
7e.g. “There is an extension on all
assignments due to all thecampuses being closed due tosnow”
∆ • Email∆ • Info Screens∆ Text message
• Mail via recorded delivery∆ My.Anglia
e-VisionNotices and PostersFor Your Information
∆ Social MediaBroadcast Media
8e.g. “Anglia Ruskin is closed
today due to heavy snow”
∆ • Email∆ Text message∆ My.Anglia
e-Vision∆ Info Screens
Notices and PostersFor Your Information
∆ Social MediaMail via normal postAnglia RuskinWebsitewww.anglia.ac.ukBroadcast Media
9e.g. “The Summer Ball will be
held on…”
∆ • My.AngliaInfo ScreensNotices and PostersFor Your Information
∆ Social MediaMail via normal post
Appropriate Communication Channelswith Current Students Our Expectations
How do I communicate with applicants?
This guidance is about communicating with ourcurrent students. It does not cover communicationsthroughout the student lifecycle. Please contactCorporate Marketing (ext: 4713) if you would like tocontact potential students or applicants.
How do I send a message via e-Vision?
Academic messages can be posted on e-Vision. TheISMS Customer Support Team can do this for you, allyou have to do is to contact them by telephoning ext:4357 or emailing [email protected]
How do I send a message via theInformation Screens?
You can request a message be posted on theinformation screens from the following website:www.anglia.ac.uk/infoscreens. You can also see all ofthe messages posted on the screens from the samewebsite, and see all of the available locations of screens.
What are ‘Social Media’?
In this context, social media refers to external socialnetworking systems such as Twitter, Yammer andFacebook. Corporate Marketing is currently developinga social media policy and strategy, please contact,Advertising and eMarketing Manager(e: [email protected] and ext: 5918) orCorporate Communications Manager(e: [email protected] and ext: 4727) formore information.
How do I send a Text message?
There are a number of companies who provide webbased systems for sending text messages. Werecommend the JANET Txt service(http://www.pageone.co.uk/Janettxt/). To use thisservice your Faculty / Service budget holder will needto sign up for the system and confirm payment.
In the future we plan to implement an organistion widetext message service so that sending text messages tostudents will be as easy as sending an email.
What is For Your Information?
For Your Information is a student magazine which ispublished by Student Services. Previous copies can beviewed at: http://web.anglia.ac.uk/anet/students/publications/index.phtml. If you wish to publicisesomething in the magazine please contact LorraineSilk (e: [email protected] and ext: 2415) inStudent Services.
‘For Your Information’ content should focus onactivities / events / information of interest andimportance to our students, and give details of eventscoming up, rather than focusing on those that havealready taken place.
Who can help meto produce a poster or leaflet?
There are templates available for producing posterswhich are available from the following page onMy.Anglia: http://web.anglia.ac.uk/anet/staff/guidelines/index.phtml
If you want something more specific, our MediaServices department will be able to advise you further.Please contact them by [email protected].
What are ‘Broadcast Media’
Broadcast media covers a wide spectrum of differentcommunication methods such as television, radio,newspapers and magazines. All such communicationsshould be sent should be sent via our CorporateCommunications Manager Andrea Hilliard(e: [email protected] and ext: 4727).Further information on Corporate Communications canbe found at the following page on My.Anglia:www.anglia.ac.uk/corporatecomms.
Communicating With StudentsMore Information
09091102|AB|MediaServices
