Barry University Internal Communications Policy

Purpose

The BUCWIS intranet portal and Barry News Bulletin email system work in correlation with each other as a means to communicate university-related announcements to all faculty and staff at Barry University.

Access and Administration

All content for all BUCWIS or Barry News Bulletin jobs is subject to editorial oversight by the Office of Communications. This includes, but is not limited to, copy, graphics, formatting and time of release.

Subscription and Audience

All Barry University employees are subscribed to one of two “Barry News” email distribution lists:

• Barry News Distribution: This email list sends to all employees of Barry University working within 100 miles of the Miami Shores campus.
• Barry News Remote Distribution: This email list sends to all employees of Barry University working more than 100 miles from the Miami Shores campus.

Due to the nature of some announcements sent over one or both of these lists, Barry University employees may not unsubscribe from either list. Announcements of this nature include, but are not limited to, weather-related emergencies, Public Safety emergencies, and high-impact announcements sent from the Barry University President or other member of the Executive Committee of the Administration (ECA).

Barry News Bulletin emails and the BUCWIS intranet are media targeted towards Barry University faculty and staff. News and events that pertain only to students should be directed to the Division of Student Affairs and the Student Web intranet. Exceptions may be made for news and events of a high-impact or academic nature and are subject to the editorial judgment of the Office of Communications.

Deadlines and Timelines

All submissions for BUCWIS or Barry News Bulletin jobs must be received by the Office of Communications at least five working days prior to the desired posting/sending date (not event).

Submission guidelines

All content for BUCWIS or Barry News Bulletin jobs should be submitted to barry-news@mail.barry.edu at least five working days in advance of the requested posting/sending date.

How to submit:

All information should be sent in a MS Word document or MS Outlook email. Images or additional files may be attached to this email.

What to submit:

EVENTS:

• When is the event (date, time, and duration)?
• Where is the event?
• Who is the event open to (The outside community, only the Barry community, only faculty/staff, or only students)?
• Who is the event contact for questions or RSVPs?
• What is the event? Include any and all details about the event program; a title is often not enough to tell what will be going on.
• Other necessary information, including but not limited to, RSVP deadlines, dress code, availability of food and refreshments, necessary items to bring.
• Desired medium for publication (BUCWIS and/or Barry News Bulletin).
• A corresponding photo or graphic (see below).

NEWS:

• What happened?
• Who was there and/or who does it affect?
• When did it happen?
• Where did it happen?
• What are your personal thoughts about the significance of this news item (1) in general (2) as it pertains to the Barry community?
• Desired medium for publication (BUCWIS and/or Barry News Bulletin).
• A corresponding photo or graphic (see below).

PICTURES:

• All Barry University logos must be those already approved by the Barry University Office of Marketing, and must fall under the style guidelines of the Barry University Office of Marketing.
• Users must have appropriate copyright permissions for photos or images submitted for BUCWIS or Barry News Bulletin jobs.
• All images sent for BUCWIS or Barry News Bulletin jobs must be horizontal. If the image sent is not horizontally aligned, it will be altered to fit within these dimensions.
• Photos – whether original or stock photography – are preferable to clip art and have a more uniform look when used in either media.
• If the BUCWIS or Barry News Bulletin job is not submitted with a corresponding image, an image will be designated or created by the Office of Communications.
• All images are subject to the editorial oversight of the Office of Communications and may be replaced or altered as needed.

Editorial Process

All submissions for BUCWIS or Barry News Bulletin jobs will be edited by Office of Communications staff for:

• Associated Press (AP) style
• Grammar and punctuation
• Content
• Format and appearance

The following are also subject to the editorial judgment of Office of Communications staff:

• Appropriate audience and/or medium
• Timeline of posting/sending

Appropriate audience and/or medium:

BUCWIS:

The BUCWIS intranet serves Barry University faculty and staff. Items posted must be university-related and pertinent to university faculty and staff. Items that are of a personal nature, pertain to the outside community, or are open only to students, are not appropriate for this web.

• Events are designated as campus events for promotion that have not occurred yet.
• News is designated as stories, events or recognitions that have already taken place, or any university-related announcements not suitable to promote as an event.

If the item is not appropriate for publication to BUCWIS, you will be notified by Office of Communications staff within five working days.

Barry News Bulletin:

Barry News Bulletin is a mass email that sends to more than 1,000 Barry University employees. Items sent must be university-related and relevant to more than 75 percent of these subscribers. Items that are of a personal nature, are only relevant to a specific university area, pertain to the outside community, or are open only to students, are not appropriate for this medium.

If the item is not appropriate for sending as a Barry News Bulletin email, you will be notified by Office of Communications staff within five working days.

Timeline of posting/sending:

As previously stated, all BUCWIS or Barry News Bulletin jobs must be submitted at least five working days in advance of the desired release date (not the date of the event).

BUCWIS:

If the item meets appropriate criteria, the job will be posted to the news or events column of BUCWIS within five working days.

• The most recent news item uploaded will always appear at the top of the news column, with all other items appearing in the order uploaded below.
• Events appear in the “Events” column chronologically, with the most current event appearing at the top. A full list of events can always be viewed by clicking “Full List” in the events column.

Top story designation is subject to the editorial judgment of the Office of Communications.

• During the academic year, the top story is rotated once a day. A top story cannot stay up for more than one day, and cannot be changed in the middle of the day. Exceptions are subject to the editorial judgment of the Office of Communications and include high-impact, university-wide events, announcements or emergencies.

Barry News Bulletin:

All Barry News Bulletin emails are first posted to the appropriate column of Bucwis within five working days of submission.

After posting to Bucwis, one initial Barry News Bulletin email will be sent for most campus events, with a reminder sent within one working day of the event.

Regardless of the event, Barry News Bulletin emails cannot be sent more than once a day for the same event/announcement or more than one working day in a row for the same event/announcement. Exceptions may be made for high-impact, university-wide events, announcements or emergencies and are subject to the editorial judgment of the Office of Communications.

Event Coverage and Photography

Coverage and/or photography services for a Barry University event must be requested at least two weeks prior to the event.

The Office of Communications will organize photos for the following purposes:

• If requested by outside news media.
• To send with a press release to outside news media.
• To use with an article written by Office of Communications staff for publication on BUCWIS or other webs.
• To use or keep on file for Office of Communications and Marketing publications and purposes, including but not limited to the Barry Magazine and the Barry University Viewbook.

Outside of these purposes, individual divisions, schools and offices are responsible for photography coverage within its own area. Examples include professional photos and/or headshots of staff, stock and facilities photography, personal photos and full event photography for school or office events.

Acceptable Use and Copyright

Items submitted for internal communication at Barry University must be consistent with the educational and operational policies of Barry University. Transmission of any material in violation of any United States or state statute or regulation is strictly prohibited. This includes, but is not limited to, copyright or trade secret material, threatening or obscene material and criminal activity. Use of these mediums for commercial activities, product solicitations or political lobbying is also prohibited. Inappropriate use will be reported to the responsible authorities.