CEMS Communications Office faciliates and produces communications projects, keeping larger college communications goals on track such as:
- Communication goals as identified in the CEMS strategic plan and directed by the CEMS dean
- Message Focus
- Audience Focus
- Project facilitation of contractors, vendors, student teams, Dean’s Office, departments
- UVM and CEMS visual identiy and strategic goals
- Quality control, editing and proofreading
Below is a guide for CEMS departments.
When to propose your new project:
New significant projects should be proposed in April and May. This includes design pieces, new websites, video, pieces you cannot edit yourself, and major redesigns.
The Dean's Office will provide two 500 - 750 word stories per year for each department; these stories should be also be proposed in April and May. Additional stories can be written by the departments and the Dean's Office will help to edit, proofread, publish and distribute such additional stories. See Guide for Providing Written Stories.
For projects submitted throughout the year, like photography, please plan 3-4 weeks in advance.
Indentify your decision stakeholders:
As you plan your project, identify the internal team from your department; those who will review and make decisions about the final outcome of the project. Make sure there is agreement about the goals and the target audience for the project. Also make sure these stakeholders can be available and commit time to support project planning, production and editing.
Project Process Overview:
Step 1. Initial Inquiry
To ensure we have a clear understanding of the project you want completed, please be sure to fill out a project request form and other intake forms as needed. The form will automatically be sent to CEMS Communications and we will schedule a preliminary meeting with you. See this schedule for submitting projects.
Step 2. Preliminary Meeting and Preparation
Please bring all relevant job materials (e.g., text, photographs, budget allocations, delivery dates, etc.) to this initial meeting. Be prepared to collaborate and partner on the project. This includes:
- Identifying and inviting interviewees (3 - 5 people for stories and videos). Keep gender and ethnic diversity in mind when choosing interviewees
- Developing questions for interviewees
- Providing basic information about the interviewees (student name, major, graduation year, contact info)
- Be prepared to assist with scheduling interviews
- Be prepared for scheduling and supporting the preparation of labs and classrooms where photography and videography might occur (for example, making sure labs are tidy and those being photographed have clean lab coats to wear)
When suggesting photo and video opportunities, use the appropriate intake form and be prepared to provide:
- Class name and CRN number
- Instructor and instructor contact information
- Times the class meets when a photo, video or interview in this space would be best
- Room number
Step 3. Production
Department representatives should plan to be present for the filming of interviews. Designed projects will go to an in-house or contracted designer. Interviews for written pieces will be distributed to interviewees, collected, and then shared with the writer. In some instances and always for video, transcipts of interviews will be shared with the department for editing in advance of production, allowing for comments and identifying the best messages.
Step 4. Editing
Most projects can be completed with two rounds of edits. The editing teams will consist of the department stakeholders, CEMS director of communications and the CEMS dean. The Dean's Office will provide proofreading.
Step 5. Delivery
Simple printed projects (like one-pagers) will be sent in digital and editable format to departments. The manufacturing and delivery of more complex projects (like video) will be managed by the CEMS director of communications and the appropriate vendor.
Step 6. Distribution
Simple printed projects will be printed by departments on department printers or departments may choose to work with UVM Print & Mail.
More complex projects like news stories (acccompanied by photography) and video will be distributed through CEMS newsfeeds and CEMS social media. As appropriate, news stories will be posted on department website banners and web pages. Links to files will be shared with departments who can then distribute the stories and/or videos through their social media and other distribution lists.