For Campus Communicators
We employ a variety of channels and methods to share messages across campus with specific audiences or the entire campus community. Depending on timing, budget and how many people your message affects, using one method or a combination can help your message reach the right people in a strategic, targeted way.
Plan Your Message
When planning a message for some or all of the campus community, ask yourself these questions:
Who is this message for? Defining your audience will help determine which communication methods are most effective.
When do I want them to receive it? Timely or urgent messages work best with digital communications, while longer-term messages can be sent via methods that require more lead time to incorporate graphic design, targeted language and more personalized communication.
What do I want them to do when they receive the message? Ensure that your message contains a specific call to action appropriate for the method of communication. Links, QR codes or phone numbers can be added to different communications methods to share additional information.
With your messaging goals defined, read through these internal campus communication resources to determine what channel or method works best for your message and how to use them.
Channels for Sharing Internal Messages
The university's student information system, also usable for direct class communication through Faculty Self-Service.
Ideal use: Email students in a specific course section directly from class rosters.
How to use: Faculty can email their students via the Faculty Self-Service card. See the Banner faculty email job aid for instructions.
Pros and cons: Pulls directly from current, accurate class rosters, so there's no risk of an outdated list. Best suited to class-specific communication rather than broader announcements.
The university's learning management system, used for course content, grades and class communication.
Ideal use: Send messages to students enrolled in a specific class or course section.
How to use: Instructors send messages directly within Blackboard using the course Messages tool. See Blackboard's guide to sending messages
Pros and cons: Reaches exactly the students enrolled in a course with no list-building required, and sends through Blackboard's own notification system.
Letters or notices can be printed and mailed to all employees via campus mail.
Ideal use: Share detailed information pertinent to many employees that is not time sensitive to account for delays in checking mailboxes.
How to use: See the Campus Mail webpage for more information.
Pros and cons: Personalized mail may encourage higher readership, although some employees may not check mail regularly.
The university's advising communication and case management platform.
Ideal use: Send communication to advisees.
How to use: Access CRM Advise directly, or reach out to crmadvise@olemiss.edu for more information or access.
Pros and cons: Built specifically for advisor-to-advisee communication and tracks advising history in one place, but isn't designed for broad or one-to-many announcements.
Organizes and streamlines university-sponsored events across campus, available at eventcalendar.olemiss.edu.
Ideal use: Promote university-sponsored events, activities and educational opportunities to increase awareness and reach with employees, students and other audiences. Best for content that is time-sensitive and relevant to the Ole Miss community.
How to use: Events must be submitted by a registered university group or department and include the event name, a 100-500 character description, date/time/location, event type, a disability-accommodations contact line, host group or department and a high-resolution image. See how to get started here.
Pros and cons: Gives events dedicated, searchable visibility across campus rather than getting buried in a general announcements feed, and events can be shared to Google Calendar, iCal, Outlook, or RSS. Submissions should be submitted at least two weeks ahead of the event when possible to allow time for approval and promotion.
Branded text messages sent to student audiences about programs and services in partnership with the Division of Student Affairs
Ideal use: Share campus and operational information with student audiences.
How to use: Email MarComm for help determining whether your message works for Fin and for help in drafting the content.
Pros and cons: Although character limits can pose a challenge, the content goes straight to students' phones. Fin attempts to keep messages infrequent enough so that students don’t unsubscribe.
Mounted digital displays located across campus and operated by MarComm, Emergency Management and IT
Ideal use: Share content that follows Hotty Toddy TV guidelines.
How to use: Review the guidelines. Submit content to MarComm through the online request form for review/approval at least three business days prior to the display start date. The lead time allows MarComm to create your message as it will appear on the digital displays. Email Eli Bryant with questions.
Pros and cons: Content will be the same on HTTV displays across campus, so the probability of people viewing your message is high. The repetition of content may encourage some to ignore these messages.
A Google-based email list managed by a department, used to reach a defined group tied to that department.
Ideal use: Occasional updates that don't need a designed or branded email.
How to use: See Requesting and Managing a Google Listserv Account to request and set one up.
Pros and cons: Quick to set up and low-effort for occasional updates, but not built for branded or large-scale communication.
Merit Pages is a marketing software application that offers a very effective way for departments to share their good news about students to both internal and external audiences. Email Benita Whitehorn for questions about or permissions to use Merit Pages.
Ideal use: Share personalized press releases about individual student accomplishments with students’ hometown newspapers and via social media.
How to use: Share student accomplishments that may have a narrow focus or include numerous students directly with the students’ network.
Pros and cons: Merit Pages announcements regularly generate high levels of engagement and are shared widely by students and their families across their social media networks. It takes a little extra time to make sure the announcements and distribution lists are correct, but the return on time investment is high.
Designed email sent to an email list with the help of the web team in MarComm via myEmma, the university’s authorized email marketing platform.
Ideal use: Send an important, targeted message to a segment of the university community. The main criteria for an email is to include a clear call to action and that it not be used for something a webpage should do.
How to use: Follow the steps outlined by our Marketing & Brand Strategy team. Once the appropriate trainings have been completed, our web content team trains users to have and work in their own sub-accounts as editors, pending a review of those emails by MarComm for brand adherence, design and accessibility before delivery.
Pros: The appealing design makes recipients more likely to read these messages, which is reflected in the open rates. myEmma provides analytics on open rate and click-throughs to gauge the message’s reach and impact. This kind of message will require more time to create, but this medium generally performs well.
The weekly student email newsletter is managed by MarComm and written by a graduate assistant. The email is delivered each Monday during the fall and spring semesters to share useful and engaging information for students, such as events, academic reminders and resources.
Ideal use: Share timely and engaging information with students.
How to use: Email The Powder Blue staff to request that information be added to the corresponding issue, ideally a week in advance.
Pros and cons: Students are conditioned to look for news and useful information in The Powder Blue, but may miss it if they don’t open the email.
The weekly faculty-staff email newsletter is delivered Monday and includes useful and engaging information for employees, such as events, HR information, training opportunities and news.
Ideal use: Share timely and engaging information with faculty and staff.
How to use: Email MarComm to request that information be added to the corresponding weekly issue, ideally a week in advance.
Pros and cons: Faculty and staff are conditioned to look for news and useful information in the Red & Blue, but may miss it if they don’t open the email.
MarComm operates the official Ole Miss social media channels, as well as the Ole Miss Student Hub account to promote on-campus student services.
Accounts include:
- Ole Miss Instagram: @OleMiss
- Ole Miss Twitter/X: @OleMiss
- Ole Miss TikTok: @olemiss
- Ole Miss Facebook: /olemiss
- Ole Miss Student Hub Instagram: @OleMissStudentHub
- Ole Miss Student Hub Facebook: /OleMissStudents
Ideal use: Share brand-adhering messages with the university community and beyond, including prospective students.
How to use: Email Webb Lewis for assistance determining whether if a message is appropriate for social media.
Pros and cons: Social media accounts are seen by many viewers who are keen to interact, but be mindful not to saturate the social media channels with many disparate messages.
Reminder: QR codes should never be used on social media.