This FAQ answers questions about developing IT communications at Rutgers and working with the IT communications team.
You should reach out to the IT communications team as early as possible. By involving the IT communications team early in the process, we will be able to assist with communications planning and strategy, assessing opportunities and risks, and the development of a plan with target dates for various communications (talking points, slide decks, email announcements, and so forth).Link to this Answer
The time required to plan, draft, review, approve, and distribute an email announcement varies depending on the nature of the announcement. In general, an announcement to Rutgers IT staff members takes less time for review than an announcement to 90,000+ faculty, staff, and students at Rutgers. The sooner you get in touch with the IT communications team, the better—ideally, four weeks or more in advance of when you would like to have the email distributed. Of course, that’s not always possible. If you have an urgent announcement with a tight deadline, we will work within your deadline.
For major initiatives and projects, please reach out to the IT communications well in advance of any email announcements. In these cases, the IT communications team should be involved from the project’s early stages to advise on communications planning and strategy.Link to this Answer
We handle this on a case-by-case basis. In most cases, we discuss the general approach for an email with the service owner or other IT staff (i.e., the audience for the announcement, key messages, and so forth), and the service owner or team provides an initial draft. We then work with the team to revise that draft, finalize the message, and seek any approvals necessary.Link to this Answer
For major announcements, please reach out to the IT communications team as early as possible to discuss the announcement. We will help you think through various considerations, such as the overall approach, audience, risks, and approvals. As a start, please review the resources in the IT Communications Toolkit, including the checklist for email announcements and the guidelines for writing about IT.
Most major announcement will require the review outlined in our process for email announcements.Link to this Answer
If you have an item for inclusion in the monthly IT projects and initiatives report, please fill out the contact IT communications form. Updates are due at the end of each month.
We typically include enterprise projects and projects with potential for universitywide impact or interest. That said, we also welcome updates on other projects, including those from specific schools or units, that might hold interest or have implications for others in IT.
Here’s what to include:
- project name
- status update of several sentences (or less)
- contact info (email address, name, and title)
- the appropriate section for the item: (a) projects/initiatives being explored, (b) underway, or (c) completed
In general, the OIT Help Desk and/or the service owner are responsible for knowledge base content, such as how-to articles and FAQs. For additional information on adding and/or editing content to how-to-articles, FAQs, or other knowledge base articles, please reach out to the Help Desk.
You can also refer to the knowledge base style guide for additional information.Link to this Answer
Approved Rutgers logotypes with a signature line (text under the Rutgers logotype) for the Office of Information Technology are available by contacting the IT communications team. These logotypes with the OIT signature were created by the Creative Services unit within University Communications and Marketing. Do not create your own version of the Rutgers logotype with the OIT signature. As noted in the Rutgers Visual Identity manual: All units within Rutgers, including schools and colleges, are prohibited from creating unit signatures on their own. All signatures are created by Creative Services and provided to units.Link to this Answer
The IT communications team has several Office of Information Technology banners available for use at events and meetings. Please contact the IT communications team if you’re interested in using these. For general Rutgers standing banners and related items, such as table drapes and podium signs, please visit the website for the Exhibit Kit provided by University Communications and Marketing.Link to this Answer
The Rutgers IT graphic was created for use in materials where the Rutgers IT name is most appropriate—specifically, ones that are about services, resources, or community for all of Rutgers IT (not just the Office of Information Technology or a specific distributed IT department or unit). This is a graphic treatment of the Rutgers IT name, not a logotype, and must conform to Rutgers identity guidelines. All uses must be reviewed and approved by the IT communications team. This graphic cannot be altered or redesigned in any way.
Examples of its use can include:
- posters promoting a Rutgers IT service (i.e. two-step login)
- banners for Rutgers IT events
- video screens highlighting IT services and support
- Rutgers IT social media graphics
- promotional items or materials for the Rutgers IT community
This graphic would NOT be used for:
- materials when the Office of Information Technology name is most appropriate
- business cards
- website banners
- any communications materials intended primarily for external audiences
In general, any materials with the Rutgers IT graphic should also include the Rutgers logotype. Please contact the IT communications team if you’re interested in using the Rutgers IT graphic.Link to this Answer