NEWSFLASH GUIDELINES
Types of Mailbox Communications
Newsflash Inbox – This is a mail message that is sent to all staff on the EADL list and appears in their personal mail inboxes.
Compilation – This is a weekly collection of messages not suitable for inbox delivery but still within the criteria listed in this document.
Events – This is used for institutional events, to invite, inform CPUT community. This is address is only used for MCD events and requests will not be permitted.
Messages will be sent using the above categories based onthecriteria listed in this document.
Timeframes
• Inbox messages have a 24-hour turnaround time once submitted with the necessary EM approvals
• Compilation will be sent out on a Wednesday afternoon. Messages for the compilation must be sent before 10:00 on the Wednesday of release. Should there be insufficient compilation messages, the release will be delayed.
Submissions Procedures
• Submissions must be plain text in the main body of the email. Arial size 12 fonts must be used.
• Please use UK spelling, not American (e.g. apologise not apologize).
• Please ensure that you submit on a plain background. i.e. No floral wallpaper or any type of graphic in the background.
• Attachments such as event programmes, brochures etc. must be in pdf format. Image attachments must be jpeg
• No zip files.
• Image files must be as small as possible.
• All messages must be accompanied by a paragraph of text to appear in the body of the compilation. No standalone attachments will be sent out.
• All messages must have a subject line and a signatory department.
• MCD is not responsible for checking if messages are correct, this is the responsibility of the requestor. Messages will only be edited for spelling, grammar.
• No survey of any kind will be sent out regardless of ethical clearance or EM approval.
• Any MANCOM member is able to send message requests provided the messages are in line with the newsflash guidelines.
• Messages must be sent to the address newsflashrequest@cput.ac.za . Do not contact the Communications officers or MCD staff members directly.
• No student association emails will be sent from newsflash.
• All Newsflash inbox messages must be approved by the MCD Director, regardless of nature.
• All Newsflash inbox submissions, must be approved by the line Executive member.
• Even with EM approval, only messages suitable for inboxes will be sent.
• Wherever possible, messages should not be sent out outside of normal office hours with the exception of Executive communiques.
• Care must be taken not to bombard inboxes with unnecessary emails. The channel must be kept as clear as possible.
CPUT Newsflash Standard Operating Procedure for Communication Officers
Editing
Communications officers must edit all submissions, ensuring grammar usage and spelling is correct. Particular attention must be paid to dates and days and titles of individuals.
Communications officers must all reformat all messages to ensure brand consistency and adherence to brand specifications are maintained.
Banner Usage
• The Newsflash Banner will be used for all general Newsflashes or staff folder messages.
• The VC banner will be used for any direct communiques from the ViceChancellor’s Office.
• The Infrastructure Update banner will be used for all IDFM announcements.
• The Press Release banner will not be used for internal communiques.