• Section 1 - Purpose
• Section 2 - Scope
• Section 3 - Determining Communication Requirements
• Section 4 - Newsletter Recipients
• Section 5 - Message Requests
• Content Responsibility and Authorisation
• Section 6 - Universe Submissions
• Community and Fundraising Events
• Timing
• Review and Publication
• Section 7 - Urgent Messages
• Urgent message format
• Urgent message review and publication
• Section 8 - Roles and Responsibilities
• Section 9 - Definitions

Section 1 - Purpose

(1) The University of Wollongong (UOW) encourages effective communication between staff, across all campuses and entities.

(2) This Procedure:

1. gives effect to the Brand and Reputation Policy;
2. prescribes the management of internal communications;
3. outlines the type of content and the format of internal communications, and the approval processes around these communications;
4. supports UOW’s strategic goal to protect and enhance its brand and reputation.

Section 2 - Scope

(3) Words and phrases used in these procedures and not otherwise defined in this document have the meanings they have in the Brand and Reputation Policy.

(4) This Procedure shares the same application and scope as the Brand and Reputation Policy.

Section 3 - Determining Communication Requirements

(5) UOW staff have access to a range of internal communication channels including:

1. staff and committee mailing lists;
2. staff and committee meetings;
3. the staff newsletter, Universe;
4. printed materials, and
5. the UOW Intranet (Universe).

(6) Staff are encouraged to target their communication appropriately.

(7) The staff newsletter, Universe, contains news and events relevant to staff of UOW and its controlled entities. Further detail is available in section 6.

(8) Urgent messages that address important issues will be sent to staff via email. Urgent messages are defined in section 7.

Section 4 - Newsletter Recipients

(9) The regular UOW staff newsletter, Universe is sent to:

1. holders of a UOW staff or associate sponsored user account (this includes iAccelerate);
2. holders of UOW Pulse staff sponsored user account (includes UniActive and Aspire);
3. holders of a UOW Global Education staff sponsored user account are not automatically subscribed, but may request to subscribe (includes UOW College Australia, and UOW Dubai and UOW College Hong Kong staff).

(10) The staff newsletter is not sent to:

1. holders of UOW Pulse or UOW Global Education guest sponsored user accounts;
2. holders of business affiliate sponsored user accounts
3. external contacts.

Section 5 - Message Requests

(11) All message requests must be submitted via ticket on the My Services Portal under the category “Universe Newsletter Request Form” which is in the Brand and Marketing Communications section. Items submitted will be posted to the Universe intranet site and also be included in the shorter Universe newsletter, at the discretion of the Chief Communications and Marketing Officer(or nominee). 

(12) Universe submissions (intranet and newsletter) and urgent messages may only be submitted by UOW, UOW Pulse or UOW Global Education staff sponsored user account holders.

Content Responsibility and Authorisation

(13) Staff members submitting Universe items or urgent message requests are responsible for the accuracy of all details contained in the submission and must adhere to the word count specified.

(14) All messages must be authorised by a staff member employed at the level of Manager or above.

(15) When submitting an image for publication on the Universe intranet site, staff must have the appropriate permission and authority to use that image, in accordance with the UOW Copyright Policy.

Section 6 - Universe Submissions

(16) The Universe intranet includes the same categories as the Universe newsletter which are listed below.

(17) Submissions should fit into one (1) of these categories:

(18) Published Universe intranet submissions should be limited to 250 words and must include a headline and an image.

(19) Universe intranet submissions must contain information that is considered by the Chief Communications and Marketing Officer, to be relevant to a significant proportion of staff of UOW and its controlled entities. It must be related to UOW business operations or processes, except for the community/Alumni and Giving section, which has a broader scope, as outlined above.

(20) Universe intranet submissions should include a link to further information on a UOW managed site:

1. only information considered suitable for staff of UOW and its controlled entities should be published on the Universe intranet;
2. information considered suitable for release to the public may be published on the relevant UOW public website.

(21) Submissions linking to information that is not managed by UOW will be published as needed on the Universe intranet site.

(22) The following submissions will not be published:

1. personal notifications or advertisements;
2. non-UOW job advertisements;
3. submissions of an overtly political nature;
4. submissions containing content that is considered to contravene the University Code of Conduct; and
5. messages that require urgent release.

(23) Submissions may include an image that is of a file size less than 1MB. Images must be approved for release by the Brand, Marketing and Communication Division.

(24) In exceptional circumstances, the Chief Communications and Marketing Officer may apply discretion and approve a submission that does not comply with this Procedure.

(25) Newsletter inclusions will be determined by the volume of Universe submissions, the frequency of the newsletter and at the discretion of the Chief Communications and Marketing Officer (or nominee).

Community and Fundraising Events

(26) The University values the engagement of staff members in positively contributing to their community by participating in fundraising for local causes, and recognises the importance to staff morale of fostering a sense of community and belonging within the workplace.

(27) The University respects its community partners, particularly those selected to be formally supported by the University.

(28) University communications about fundraising are focused on University fundraising priorities. Options for publishing charity fundraising content on the Universe are:

1. University fundraising appeals and charities officially supported by the University can be promoted via whatever form of article, display advertising or other content is considered appropriate by the Chief Communications and Marketing Officer (or nominee). This can include (but is not limited to) display advertising, announcements, human interest articles. Direct links to related websites and/or links to directly initiate a donation transaction may be included if desired.
2. From time to time and at the discretion of the Chief Communications and Marketing Officer (or nominee), articles about charities that are not officially supported by the University that are being supported by individual staff members or groups of staff members may be presented as human interest articles about the supporting staff member(s) making a contribution to their community. Such articles should focus on aspects that positively reinforce UOW values. Links to sites providing more information about the event or related charity may be included, but not direct links to initiate a donation transaction.
3. Articles advertising or promoting charity fundraising outside of these parameters will not be included.

Timing

(29) The Universe intranet is regularly updated as story requests are submitted. The newsletter will be sent generally each Wednesday afternoon. The newsletter frequency and pattern, particularly over holiday breaks is subject to change and is determined by the Chief Communications and Marketing Officer

(30) Submissions will be accepted prior to 12 noon on the Tuesday before each Wednesday edition.

Review and Publication

(31) Universe newsletter submissions will be reviewed by the Brand, Marketing and Communication Division in accordance with these Procedures.

(32) Submissions approved for inclusion on the Universe intranet will be uploaded. A range of these submissions will be selected by the Chief Communications and Marketing Officer, or delegate for inclusion in the staff newsletter.

(33) If a submission is considered unsuitable for inclusion a notification will be sent with a request for modification or advice to disseminate the message via an alternate channel.

Section 7 - Urgent Messages

(34) Messages that inform the University community of important issues may be considered urgent and be released immediately. These may include:

1. information about the University’s operations or ongoing business, such as significant strategic announcements, road or campus facilities closures or those relating to the staff payroll;
2. messages concerning the security or safety of staff members, students, and guests;
3. important news about the University that warrants immediate publication; and
4. warnings of service and/or infrastructure failures or planned outages that have an impact across the University such as road and facilities closures or IT disruptions.

(35) If a message does not qualify as ‘urgent’, but where there may be a negative impact to the University and its staff from if it is not published quickly, or it requires staff to view it more immediately than the next time they go to the Universe intranet, then the message may be released to all staff as an urgent message.

Urgent message format

(36) Urgent messages must be supplied as unformatted text only. The urgent message submission form does not support formatting such as bullet points, indenting, or the use of special fonts. Text copied from another application such as MS Word or email must have all formatting removed.

(37) To replicate a list in a plain text email, replace each dot point with a symbol or hyphen.

(38) Urgent messages should be limited to one (1) page in length or less. If the email would otherwise be lengthy, provide a link to the UOW intranet or public web page with additional information.

(39) Urgent messages must not include attachments or images.

(40) The subject line of an urgent message must clearly identify the content of the email and indicate the campus where the message is relevant to a specific campus.

(41) Urgent messages must be submitted with the senders’ contact details included within the body of the email.

Urgent message review and publication

(42) Urgent messages are assessed and endorsed by a Senior Executive portfolio owner, as necessary, in accordance with these Procedures.

(43) Messages deemed suitable for publication as an urgent message will be published immediately.

(44) The sender of an urgent message that is deemed unsuitable for publication will be notified with a request for modification or advice to disseminate the message via an alternate channel.

Section 8 - Roles and Responsibilities

(45) The Brand, Marketing and Communication Division is responsible for the management, production, and distribution of the Universe intranet newsletter.

(46) The Digital Services and Channels Team, IMTS Service Delivery is responsible for developing Universe intranet, managing training and managing the technical systems that enable distribution of urgent messages.

(47) University staff wishing to contribute content to the Universe intranet or newsletter, or submit an urgent message are responsible for familiarising themselves with and adhering to these Procedures.

Section 9 - Definitions