Department, Center and Program Newsletters
Communicating with your faculty, staff, students, alumni and friends is an important aspect of your work. The type of information to feature in your newsletter could include:
- Letter from the chair or director.
- Student success stories – Be as detailed as possible. If the student won an award, what does the award recognize? What does the student see as the impact of the award? If the student has published a paper, led a community engagement effort or completed similar work, what is the impact? What are the student’s future plans? While it is good to use a photograph, be sure you have the student sign a Photo and Video Release Form.
- Faculty success stories – be sure to include a headshot of the faculty member and details. What is the impact of the story you are telling? How does it relate to the faculty member’s research, teaching and community engagement? You will want to include a short bio of the faculty member.
- Research stories, faculty or student – Be sure to include some type of photo of the people doing the research, or at minimum a group photo or headshots. Include details about the impact of the research, including any community engagement and student impact. Include links to the study or other research reports. Remember to obtain a photo release from the student(s).
- Alumni success stories – You will want to include a headshot of the alumni member and details about the subject. What is the impact of the story you are telling? How does the education and experiences the alumni member gained in your department and our College impact this story?
- Donor story – You can include a headshot or other photograph of the donor, if the donor desires. Another photo option is to show the impact of the contribution. Also, in these type stories, you should confer with your department chair or center or program director. You also may wish to consult with the Development Director for the College or with the Development and Communications Coordinator.
- Department or Center news that would be of interest to a broader audience, such as alumni, students or donors.
- Published books – Be sure to include a headshot of the author and/or a photo of the cover of the book. You would want to include a description of the book’s subject, any reviews that are pertinent and a short biography of the author. Good information to include is the impact of the book and how the author will use the knowledge in the classroom.
- Ways to contribute to the department, center and program – The College Development Director and Development and Communications Coordinator can assist you with appropriate wording and methods for seeking support through your newsletter.
Newsletter Design and Distribution
- Consult the University’s brand standards to maintain the consistent image and brand of the University.”
- The College Communications Office currently offers two newsletter templates, with plans to develop more. See the links below for the newsletter examples.
- These templates are available as Publisher files and as InDesign files. Elements can be moved around in the designs as you customize them to fit with your text and images.
- To gain access to the design files which you can then customize, please email our Development and Communications Coordinator. We show you examples of how they look in the links below.
- Be sure to follow university guidelines and relevant laws regarding printing, use of logos, copyright, FERPA and other issues; see links below.
- Following creation of your newsletter, whether using one of these templates or your own design, to assist you in complying with university policies and standards, newsletters require approval by the College Communications Director.
- Please try to send the newsletter to us at least two-three weeks before you wish to distribute it, as we need time to review it, and there sometimes are changes you need to make for branding or other reasons. We review the newsletters for compliance and also provide copy-editing suggestions, if we note spelling, grammatical or other errors.
- Once the newsletter is approved and posted to your website, we also offer the service of distributing it to your department alumni using a system called DemandEngine, which provides email marketing options and the ability to track and manage messages. Contact the College Communications Director for details.
- If you decide to print copies of the newsletter, approved university printers can be found by logging into 49er Mart, going to the contracts section and searching for printers.
- If you print the newsletter, consult university policy 605.5, particularly sections 6 and 7.
The College Communications Office also can assist your department, center or program with brochure design. You will be responsible for printing contracts and expenses and for the words and photographs used in the brochure. We can help you with the design, using design options we have available.
- Request support from the College Communications Director. You can find contact information on the landing page for this toolkit. We will need several weeks’ advance notice.
- We will provide access to designs we offer and choose one that suits your needs. Some of the designs can be modified if you need fewer or more pages in a design you prefer.
- Consult the corresponding specifications document and gather your words and images based on those specifications.
- The designer working with you will provide guidance for submission of the materials so work can begin on your brochure.
- You will receive a draft for review. The College Communications Director also will review for approval.
- You will receive the final files in a format ready for you to send to your printer. Find approved printers in 49er Mart, by choosing the “contracts” option.
- Note: Be sure to comply with copyright law as you choose your photographs and illustrations. The University’s copyright website can guide you. In some cases the Communications Office can assist with images.
The College also offers other options for communicating your stories. We invite you to submit your news to Exchange Online. Complete the news online submission form with the information below. The more details you can include, the better.
- Who was involved
- What the news is
- Where it occurred
- When it occurred
- Why it is significant, interesting, noteworthy or has impact
- A short biography of the main person or people involved
- Please email us a photo if you have one (or more than one.)
From those submissions, the College is able to post items to the online magazine, and develop news releases to share with the University Public Relations and Marketing teams for internal and external distribution.
We also use these submissions in other College outlets, such as the College’s print magazine Exchange, regular email news updates to the College and University community, its monthly updates to College alumni and its social media channels, Facebook and Twitter.
If you want to talk through your idea, please let us know. We can help you determine the approach for the story, and we can help you think about media that may be interested. The Exchange Online site also includes forms to submit events and “In the News” for when you are quoted or your work is published in mass media.
Exchange Print Magazine
The College Communications and Marketing Office publishes the print version of Exchange twice a year – in fall/winter and spring/summer. The magazine in 2015 moved to a research-focused approach, featuring research by faculty, students, alumni and friends of the College. If you have a research story that you would like considered for a future issue of the magazine, please contact the College Communications Director. While not all stories can be included, due to limited space or the subject either having been covered or not fitting the research focus, we also may find other outlets for your ideas.
UNC Charlotte Publications
We also work with various UNC Charlotte entities and publications to spread the news from our College. We invite you to consult with the College Communications Director on ideas. These encompass print, online and video options.
- UNC Charlotte Magazine, published quarterly and covering current academic and research initiatives as well as alumni and athletics events.
- Inside UNC Charlotte, which is produced and maintained by the Office of University Communications. Faculty and staff members can submit news, event information or story/video ideas for consideration via the online form or email firstname.lastname@example.org. (The College office appreciates a cc: if you reach out directly.)
- UNC Charlotte social media channels.
- Office of International Programs and its newsletter.
- The Live Wire, Inside UNC Charlotte’s streaming webcast, offered each Thursday at 2 p.m. The segments are also shared later via the University’s YouTube Channel.
- Charlotte Research Institute’s Millennial Magazine.
- The news site of the Office of the Provost.
- The University’s News Tips and News Releases.
- The University’s Spotlight and Rotating stories on the main website.
- The Graduate School and its news section.
University Policies and Standards