Frequently asked questions about Today@Willamette

Please, consider these frequently asked questions before contacting Today’s staff.

  1. Event or announcement?
  2. How do I submit a “save the date” announcement.
  3. Can I send bulk email to the community to promote my event or announcement?
  4. How many times can I submit the same announcement?
  5. Was my announcement submission was successful?
  6. What is the submission deadline?
  7. What do the fields on the submission form mean?
  8. What if my announcement shouldn’t be public?
  9. How do I fix a mistake in my announcement?
  10. How do I fix a mistake in my event listing?
  11. Can I publish student job listings or calls for volunteers?
  12. What happens when I submit an event?
  13. Can I unsubscribe from Today@Willamette?
  14. I graduated. Why am I getting Today? How do I make it stop?
  15. I’m not receiving Today at my willamette.edu email address. How can I get on the list?
  16. Why are you sending me an email every day of the week?
  17. Can I submit personal news to the bulletin?
  18. How do I access old issues of the weekly?
  19. What if I have a question this page doesn’t address?

1. Event or announcement?

  • Events are for gatherings of a group of people that meet at a certain time and place.
    • Other items, such as food drives, campaigns for awareness, voter registration drives, free admission, etc. are announcements with calls to action.
    • Events must be on campus or sponsored by or affiliated with a university office, department or ASWU-recognized student organization.
    • Application deadlines for study abroad, scholarships, etc. can be submitted to the calendar and dated for the deadline date. Calls to apply for applications should be submitted separately as an announcement when the applications open. 
  • Announcements include:
    • Good news about community members, such as publications, awards, grants, competition results, fundraiser results/thank yous, etc. that are related to students’ studies or employees’ professional work at Willamette.
    • Information community members need to know, such as changes in hours of operation, tickets going on sale, parking notices, sign-ups, calls for applications to scholarships and programs, calls for volunteers, etc.
    • Updates from campus leaders, departments, offices and student orgs.
    • Calls to action, such as application deadlines, signups, clothing, food or book drives, register to vote, etc.
    • Save the date announcements, which must link to the event listing on the university’s online calendar.
    • News about employees leaving the university, including information about who to contact during the interim transition and retirement gatherings that are private to the community (and not fit for the online calendar). Submission of such announcements is up to the discretion of employee’s supervisors. Contact HR if you have concerns about whether to submit something. 
  • Do not submit announcements for personal transactions, such as roommate searches, items for sale, networking with alumni about jobs, etc. 
    • Use Willamette Switchboard rather than the bulletin. Moderated by the Alumni Office, this Craigslist-like forum allows students, employees, parents, alumni and friends of the university to “ask for what you need” and “offer what you have.”
  • Today@Willamette is reserved for news related to students’ studies, research or cocurricular involvement and employees’ professional work at Willamette. Submissions for personal news unrelated to one’s role at the university will not be included. 


2. How do I submit a “save the date” announcement.

Promote campus events approximately one month and one week ahead of your event in Today@Willamette. There are three steps.

  1. Submit your event to university’s events calendar.
    • Tip: While completing the calendar submission, you may want to copy the event name, teaser, and event webpage’s URL (after naming the event) into a separate document to use during the next submission step.
  2. Submit your “save the date” announcement to Today. 
    • Tip: Be sure to select “Save the Date” in the “Category” field of the submission form. 
  3. You will be prompted to select up to two times for the announcement to repeat. We recommend roughly one month and one week ahead of the event.
    • Tip: Events from the university’s online calendar are automatically included in the “Things to Do” section the day of and day before an event.
    • Any “Save the Date” announcements scheduled for the day of or day before an event will be deleted. 


3. Can I send bulk email to the community to promote my event or announcement?

Generally, mass email groups are reserved for messages essential to the operations or mission of the university, notifications from the president, campus safety, chaplains and HR, and situations that require immediate action from the entire community. Please submit other events and announcements, including “save the date” announcements to the bulletin

These email groups include wu-community, wu-colleagues, wu-staff, wu-faculty and wu-students.


4. How many times can I submit the same announcement?

You may be concerned about people not seeing your announcement in the daily bulletin on any given day, so repeat announcements are allowed. To balance the need to inform readers and the need to keep them from feeling spammed, there needs to be a happy medium. Therefore:

  • For general announcements, repetition is generally limited to twice. You might try one announcement early in the week and one later in the week. Announcements will not be published two days in a row. If you submit the same announcement for two days in a row, the second announcement may be moved.
  • For ongoing items, such as prolonged clothing drives or month-long submission periods, the same announcement may be submitted once per week during the duration of the activity. Submitters may want to try different days of the week and different titles and teasers. We suggest a three-announcement approach: one at beginning to announce what is happening, a reminder mid-stride, and a final reminder a few days before the deadline.
  • “Save the date” announcements may be repeated twice, roughly one month and one week ahead of the event. The submission form will provide these options.
  • Note: If you submit the same announcement for more than the number of times explained above, your duplicate announcements will be deleted.


5. Was my announcement submission was successful?

After you submit an announcement, you should receive and email confirmation.


6. What is the submission deadline?

Submissions received by 2 p.m. on Monday through Friday will appear in the next morning’s Today@Willamette.

Friday submissions made before 2 p.m. will be published Monday.

Announcements submitted over the weekend will appear in the Tuesday edition.


7. What do the fields on the submission form mean?

Issue Date: Select the date you want your announcement to appear in Today@Willamette.

Category: Select announcement for announcements, event for events (which will redirect you to the online calendar system for your submission), save the date, or one of the categories about employees coming, going or changing positions.

Title (up to 60 characters): This is the main headline of your announcement. You want something that is on the nose in order to get the attention of the people who would be interested in your announcement.

Teaser (up to 100 characters): One sentence that provides more context to your title/headline. Say something that will get those who need to know the information to click on your announcement.

Announcement Content: Type in your full announcement here. For special formatting, you will need to go into Cascade and edit your announcement after it’s submitted.

Other fields: The remaining items are explained on the submission form.


8. What if my announcement shouldn’t be public?

While Today@Willamette is delivered via email to the Willamette community, its content, including submitted announcements, is viewable to the public online. This is so submitted announcements and good news are searchable online and can be read by prospective students, parents, faculty peers and community members.

If you have an announcement, such as for an event offering free tickets only to students, be sure your sign-up requires a sign-in. If you have questions or need another alternative, email wu-today@willamette.edu.


9. How do I fix a mistake in my announcement?

In the confirmation email for your submission, there’s a direct link to your announcement in Cascade, Willamette’s content management system, where you can edit the announcement and fix your mistake. Submitters are responsible for fixing their own mistakes.

If you are unable to access the announcement and have revisions to make, please email wu-today@willamette.edu with your revisions.

Note: There is no guarantee that revisions after the 2 p.m. deadline will be made before publishing.


10. How do I fix a mistake in my event listing?

Sign into the portal. Go to your event’s listing in the online calendar. Click on “edit” in the upper right corner. Make your edit. Here’s a walk-through of editing event submissions.


11. Can I publish student job listings or calls for volunteers?

  • Jobs
  • Volunteers
    • Calls for volunteers may be placed in Today@Willamette.


12. What happens when I submit an event?

You will be redirected to Willamette’s online event calendar which automatically feeds the bulletin. Here’s a walk-through of how to submit an event to the calendar.


13. Can I unsubscribe from Today@Willamette?

No. Everyone with a university email address receives the daily bulletin, as it’s the university’s official source of news and information. The university needs a way to make sure messages go to the entire campus community. Today@willamette is that tool.


14. I graduated. Why am I getting Today? How do I make it stop?

Are you forwarding your old willamette.edu email address to your personal email? If this is the case, that's why you're receiving Today.

If you would like your Willamette email to be terminated, please submit your request to WITS. Click on “Start a new Service Request.”

If you have difficulty, call the WITS Service Desk at 503-370-6767.


15. I’m not receiving Today at my willamette.edu email address. How can I get on the list?

Please fill out this formAdd your willamette.edu email address, confirm you aren’t a robot, and submit.


16. Why are you sending me an email every day of the week?

In the feedback and research from the past few years, students say they get too much email and suffer from email fatigue. Today@Willamette is an attempt to provide a one-stop shop for campus announcements and events. Our goal is that faculty, staff and students will use the daily bulletin to share information rather than sending a bunch of individual emails. We hope to reduce the amount of email in your inbox by putting all the events and announcements into one email a day. We need faculty, staff and students to use Today to make this a reality. Please encourage your peers to use Today instead of email.

Another reason for the daily bulletin is that people who missed the announcement deadline for the old weekly bulletin would send emails throughout the week rather than wait for the next weekly bulletin. A daily bulletin provides flexibility to submit announcements throughout the week.

Because communication is a constantly changing, the daily may not always be seven days a week. The producers will analyze how people use the bulletin and will use this information as well as people’s feedback to improve campus communications.


17. Can I submit personal news to the bulletin?

The bulletin is reserved for news related to students’ studies, research or cocurricular involvement and employees’ professional work at Willamette. Submissions for personal news unrelated to one’s roll at the university will not be included.


18. How do I access old issues of the weekly?

Find the 2018–2019 issues of The Willamette University Bulletin on the website

Search Willamette’s news archives for te Bearcat Bulletin.

For assistance, contact Willamette University Archives.


19. What if I have a question this page doesn’t address?

If you don’t see the answer to your question here, contact wu-today@willamette.edu.

We will get back to you ASAP. Thanks for using Today@Willamette.

Submissions


Please contact us at wu-today@willamette.edu with your questions and feedback.

Thank you for using the bulletin.

Bulletin questions and feedback

Direct questions to Tom Mayhall Rastrelli, director of digital communications and Today editor at wu-today@willamette.edu.

Calendar questions

If you have questions about the events calendar, there is help on the website. If the online documentation doesn’t answer your questions, contact Tonya Wheeler, web communications specialist.

Willamette University

Marketing and Communications

Address
Waller Hall, Fourth Floor
Willamette University
900 State Street
Salem Oregon 97301 U.S.A.
Phone
503-370-6667

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