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January 6, 2014 | Carlyn Foshee Chatfield
IT Communicators, As part of Rice University's mission to work more closely with our community neighbors and in response to requests from Houston area partners for "security training," Rice IT is teaming up with the Glasscock School of Continuing Studies for a one-day security seminar on May 2, 2014. The workshop, Strategies for Reducing Cyber Risk in Corporate Information Management,, was created for administrators in small to medium organizations that lack resources for an internal security officer or consultant. Of course, participants from your university are welcome at the workshop, but we are willing to share our resources after May 2 if you plan to offer a similar seminar....
December 20, 2013 | Gregory Stauffer
Hello fellow communicators,

Here at the University of Colorado Boulder, the Office of Information Technology has been in the social media sphere for about a year now. We're now considering ways to improve how we use our SM channels. When you get beyond likes, follows and retweets, how do you measure the success of your SM channels? Have any of you conducted surveys or focus groups to hone your social media execution? If so, what kinds of questions did you ask? 

I'd be interested in any feedback you have about our channels:

December 19, 2013 | Jamey Chapin

Hello IT Communicators!


I am reaching out to see how you use social media. Do you use it to address technical issues? Do you use it to promote your services? Do you have a separate IT account for your university or do you utilize the university’s account? Have you had success with social media? Do you find it a useful tool?


Any insight is much appreciated!



Jamey Chapin

Communication Specialist Senior

Phone: 262-472-7792

Fax: 262-472-1285


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December 18, 2013 | Carlyn Foshee Chatfield
IT Communicators, The results of a campus-wide IT Task Force reveal a need to improve communications in two of the three focus areas (research support and support for education/teaching). At the same time, I hear our IT executives make statements like, "nobody reads email anymore." If you include communications preferences as questions in your IT Annual Survey, will you please share those survey questions? Thanks in advance for your assistance! Carlyn Chatfield Manager, IT Technical Communications Rice University Houston, Texas 77005 ********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at
December 13, 2013 | Gina Tabasso
Please see the first issue attached. Thanks for being interested. I look forward to sharing ideas with the group in the new year!

Have a lovely weekend,

Gina M. Tabasso
Technology Communications & Education Leader
Information Technology Services
Case Western Reserve University

Phone: 216-368-8818
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December 13, 2013 | Gina Tabasso
Hello everyone:

It was great to chat with you today! As requested, here is an example of the monthly ITS newsletter that is distributed to the entire campus. Please let me know if you have questions.

Happy Holidays! Talk with you in the new year. 



trouble seeing this newsletter? view it online

information technology services: November 26, 2013

December 12, 2013 | Julie Gillis

Reminder – Tomorrow is the monthly IT COMM Virtual Coffee Shop – a way to connect with IT Communications professionals on current topics.

TOPIC:   Sustaining communication across ITS teams

SPEAKER:   You – this is an informal discussion.  What is working at your Institution to help keep people across ITS connected and informed?   What challenges is your ITS department facing in this area?
[I can share updates on our year of using a wiki within ITS for collaboration/communication, as well as success stories around the approach to planning the bi-annual ITS All Hands meeting].

DETAILS: 12 PM EST, Friday December 13 (log in info below)

SPONSOR: EDUCAUSE via the IT Communications Constituent group:
December 6, 2013 | Kerri Testement
IT Communicators:

When it comes to hosting special speaking events or panel discussions — such as those for Data Privacy Month and National Cyber Security Awareness Month — what kind of success rate do you have for getting people to attend?

For Data Privacy Month, we’re thinking of the possibility of hosting a guest speaker or a panel discussion on a specific topic. But, I wonder how “successful” these events are for other institutions. 

Any thoughts or ideas to share?

Some questions:
  • How many people typically show up (in person and/or online for a webinar) to these events?
  • Do you provide food or drinks to encourage people to attend?
  • For getting students to attend, is there any requirement they attend? (We have one program on campus that requires students to attend certain types of “cultural...
December 3, 2013 | Wendy Luljak

Dear EDUCAUSE IT Communication Colleagues,

As you may know, I'm leaving UWM effective Dec. 20 (yes, I'm hanging up my high heels for some R&R and taking some time off to reinvent myself).


Because of the time it takes for a full-time recruitment, we have opted to recruit for an LTE in the interim. I anticipate that the recruitment for the full-time IT Communications Manager will begin after the first of the year. Both the LTE and the full-time position have been redefined, with this new position a combination of the IT Communications Coordinator position (which is vacant and will not be recruited for in the short term) and my current position.


I invite your resumes if you're interested in this position. Also please feel free to pass along this information to colleagues who may be interested.  


Please let me know if you have questions about the position.

November 20, 2013 | Kevin L. Reeve
For those of you using Ellucian Banner for student registration, are you experiencing problems during your registration periods when many students are online trying to register for high demand courses? For the last couple of years we experience database locks that cause a backlog in the system and the only way to resolve it is to bounce the database. What students see after submitting their courses for registration is the browser spins, and spins, and spins, and eventually times out. Or more often than not after 10 minutes they start hitting refresh. Anyway, if you have Banner woes during registration, I would be anxious to hear from you. Regards, Kevin Reeve ********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at
November 20, 2013 | Kerrin Perniciaro
Dear EDUCAUSE IT Communicators:

Nearly two years ago, I reached out to all of you to ask how many full-time and student employees comprise your IT communications and marketing staffs. Many of you were kind enough to respond and I circulated the attached Word doc. I am writing to ask for your help again in updating these numbers (if they have changed). If you don't see your school represented on this list and would like to be included, feel free to send me your information and I will add it.

We are on our third CIO since 2011, so I would like to include updated data in a business case I am submitting to request more resources.

Please send me any updates and I will be sure to re-circulate the updated numbers to everyone (if interested to see them again).

Thank you for your assistance.
Kerrin Perniciaro
Manager, IT...
November 8, 2013 | Julie Gillis

We are unable to hold an ITCOMM Coffee Shop today, but I am looking forward to chatting with you at the next Coffee Shop on Friday, December 16. 

I am looking for suggestions for the next few Coffee Shop topics – here are a few to react to, and other ideas welcome:

1.  Improving communication within the ITS department.

2.  Social Media – are you using Facebook, Twitter or other social media channels, or have questions about best approach?

3.  Events – Face-to-face events about ITS still make an impact – share ideas for events, and stories of successful and not-so-successful events.

4.  Why do people still click on phishing emails?  - news ways to get the same message across, proactive vs. reactive, how/what to communicate to people who did click and...
November 4, 2013 | Linda Dereka
Dear ITCOMM colleagues ,

I'm writing to close this year's chapter on our redesign of Princeton University's annual report.  Thank you to all on the list who shared their annual reports and experiences at the onset of our redesign project here in Princeton's Office of Information Technology. Your samples were an inspiration to our work.

Though still a format in transition, we have made great strides toward a number of our goals.  We produced a brief 36-page document, replacing reports typically 120 pages in length.  We also used ISSUU to help improve the online reading experience (over PDF) and in hopes to gain greater readership. 

What I've been able to gather so far:  
* the shorter version is much appreciated
* the info graphics are a big hit and...
November 1, 2013 | Christine C. Fitzgerald

Good afternoon,

There is still time to join your colleagues at NERCOMP’s Unscripted, Unapologetic...Communications UnConference on Thursday, November 7!

Top 5 reasons to attend:

1.       Take advantage of a unique opportunity

Spend time working with others, networking, and helping build the community of Communications Professionals across our schools


2.       Hear from our great unKeynote

Melissa Beecher, the University Social Media Manager at Boston College


3.       Being Around Like-Minded People is Inspirational...

October 31, 2013 | David C. Lyon
Greetings everyone! National Cyber Security Awareness Month (NCSAM) 2013 is wrapping up today. Here are 5 things we'd like to share about what's been happening this month and what's next. 1) Thank you to the higher education community for a very successful celebration of the 10th anniversary of NCSAM! We've enjoyed learning about the fun, creative activities and events taking place on your campus. 2) Over 190 institutions (our highest number in 10 years!) shared their plans with us during the month of October. See what events took place by visiting our NCSAM Resource Kit: 3) We had 100 higher ed institutions sign up as NCSAM Champions (twice as many as 2012). For a complete list, visit: http://www.staysafeonline....
October 30, 2013 | Rebecca Mendivil

We are in the beginning stages of rolling out mobile device management software to the UT System institutions and want to come up with some propaganda marketing material to help faculty/staff etc., understand why we’re doing it. We were thinking of maybe some posters and FAQs.


Any words of wisdom or lessons learned would also be appreciated.

Thanks in advance!




Becki Mendivil

Communications & Training Coordinator

Systemwide Information Security Compliance Program

The University of Texas...

October 29, 2013 | Kevin L. Reeve
I have attended a lot of training and workshops in my years working in Higher Education.  I had the opportunity to recently attend one that stands out among the rest.

Probably the best project management training I have ever attended, except it was not really about project management it was about people.

Here is a video to describe a bit what the training was about.

Our VP for Business and Finance in conjunction with our HR department brought in this company and Marcelino Sanchez the facilitator/owner for the SmartChange seminar.  About 25 of us attended the hands on workshop for several days.  

In my book it was the best training I have attended in a very...
October 28, 2013 | Lisa Trubitt

EDUCAUSE has recently added the people who came to the ITCOMM meeting at the Annual Conference to our CG list. Welcome to our online community—a great resource made up of your IT communications colleagues from across the country and around the world! This is a terrific place to ask questions, gain insight, and learn from like-minded professionals who share many of your challenges and concerns.


We had an excellent discussion in Anaheim, and now that our new members have been added, I hope all of you will add your voices to some of their questions. One person indicated that their department had recently been restructured. Their communications team, which historically focused on project-based communications, now has a larger portfolio and wants to move into more marketing of their services. What suggestions do some of you have for making that transition?

October 28, 2013 | Bill Buchanan

I have a question for the group — when (if ever) do you write and post long articles to your campus news communication venue? What length do you consider to be too long?

By articles, I mean communications we create and post to our tech news and information service. Most are either 400 to 600 words or much shorter. The few exceptions are generally complex topics or Q&As with key people at key moments. (Examples: a look at how much cyberinfrastructure the campus needs, and a Q&A with the campus chief security officer on his program, projects, and goals.) 

We're discussing this in our shop. We want accessible and concise writing, of course, however long an article is. 


Bill Buchanan
Senior writer/editor
Information and Educational Technology
October 25, 2013 | Carlyn Foshee Chatfield
Thanks, Rebecca!  I will order this book on my husband's family and send it to the house where I'll be on vacation next week.  I'm also reading a piece of crime fiction set in Houston by my cousin: Justice by JM Foshee.  He's got a film deal, I think, for three movies but each one begins with a book.  Of course he dropped out of UH to follow his Hollywood dream about 12 years ago, so it's good that his work is finally being published. :-)  It's always interesting to hear his stories at family gatherings.

I have been following your Lone Star application, interview, hiring and now immersion with interest.  You have much to offer the communicators in higher ed. 

If you are interested in the constituent group for IT communicators in higher ed, membership is open to anyone.  Even though we are focused on internal university communications, feel free to join....
March 7, 2012 | Listserv Anonymous User
Message from

Good morning ITCOMM! I want to show off the online annual report my team recently completed. We pushed ourselves to make this site accessible on a variety of browsers and devices, but you will get the best experience if you view it in something other than IE. :) Our goal was to have visitors get a quick overview of our accomplishments after only a few minutes of using the site, but be able to dive deeper into the stories that interested them. We also used infographics again this year to bring clarity to often complex IT stories. We created a small print piece highlighting the top story from each category and mailed this to our top campus administration and our CIO's colleagues across the Texas A&M System and state. The print piece was designed to drive traffic to the website and...
February 29, 2012 | Charles Aikman
I'm working on a project which I've shared with a couple of other constituency groups and I think I've mentioned it here once. Currently I'm conducting a survey to help identify what would be most meaningful to my higher education colleagues to form a conversation around. I've been hosting a series of webinars on the project, and due to feedback, I'm now trying to facilitate a collaborative conversation for the March session.
The survey will close on Friday, March 2 at 8:00 PM EST. If you're interested in participating in a collaborative conversation about knowledge management and other common challenges we all grapple with in higher education IT support, and how we can address them together, please take a few minutes to fill out the survey at so we...
February 20, 2014 | Susan West
Dear IT Communicators,

At Yale, we have begun evaluating and planning changes to our communication with faculty, students, and staff during their orientation sessions. What, if anything, do you do to orient your university’s new faculty, students, and staff to your services during their first few months on campus? Do you develop and print any materials? If so, what do these materials include and how are they delivered? We would greatly appreciate any thoughts on the subject and examples of communication that you are willing to share.

If this conversation has occurred recently, I apologize for bringing it to the group again as I am somewhat new to this constituent group. Please point me in the direction of the archive for such a conversation.

Susan West
Associate Director, Strategic Communications
Office of the...
September 16, 2013 | Kerri Testement
IT Communicators: 

A few months ago, there was a discussion about annual reports for IT departments. Instead of annual reports, a number of you mentioned that you do accomplishment brochures or reports. These are smaller in scale than annual reports, but highlight what's been happening within your IT organization with a primary marketing focus.

If you have any recent accomplishment brochures or reports, do you mind sharing? These could be trifold brochures or summary reports. Whatever size or materials. 

We don't publish an annual report, but I'd like to get ideas on these smaller-in-scale accomplishment brochures/reports. Just brainstorming at this point.

Thanks for your help!

Kerri Testement

Public Relations Coordinator

EITS (...

August 28, 2013 | Kevin L. Reeve
Today during our week of welcome, we had over 700 students stop by our IT booth.  We did a little online survey with them.  We had 707 take the survey.

One of the questions we asked them was

Select your preferred method(s) for receiving university Communications.

# 1 Email  79%
#2 Canvas 27%
#3 Text 26%
# 4 Mail 4%
# 5 Text 4%
# 6 Automated Phone Calls 1%

Thought I would share the results with you.
Interesting, in our focus groups  (past year) with students, they told us they ignore email message that look like bulk mail, and we learned that it was crucial for us to create a good subject line, or our message will get passed over.

Kevin Reeve
Utah State University

August 22, 2013 | Jennifer Smith
IT Communicators:

I'm interested in learning how you support requests for recommendations on hardware purchases (for students, faculty, and staff). From a quick web search, I see that some universities provide consultation services via email, chat, in person, etc. 

I'm particularly interested in web content that could help guide a user to think through their needs, provide some references, and then make some high-level recommendations. 

If anyone has something like this that they would be willing to share, I would be grateful.


May 29, 2013 | Cathy McVey
Good morning -

We moved our faculty and staff to Google Apps for Education this past year and one of the "bumps" we are experiencing is that the autofill feature is causing a number of individuals who have the same name to get each other's email. We have three Michael Robinsons - and they are each unhappy to say the least.

The problem is that if the sender does not know if the Mike Robinson they are looking for is robinsm5, robinsmj or robinsm64 - they have to go to the directory and look them up.  Or they allow the autofill to pick, assuming it's the right person. So the Mikes get the wrong messages - and don't get messages they should.

We have talked with Google and with our vendor partner, Promevo, but no one seems to have an answer. Has anyone else run into this - and, if so, how did you address it?

Thanks for any advice!
January 10, 2013 | Kerrin Perniciaro
Hello ITCOMMer's:

Our home-grown campus mailer is lacking in functionality (does not allow for any special formatting or attachments - which more and more peoplel are asking for), so we are looking into purchasing a local solution to be installed on the computers of those individuals at our school designated to be senders of University broadcast emails. I have two questions for everyone:

1.) What software does your school use to send out broadcast email messages (e.g. messages from everyone from the President/Chancellor to professors conducting research surveys) Do you have any good suggestions?  We found this list of comparisons and our CIO happens to like DirectMail for Mac.

2.) Who are the people/departments allowed to send out broadcast emails on your...
January 8, 2014 | Lisa Trubitt

Hello everyone,


Just a quick reminder that EDUCAUSE 2014 Conference and Pre-Conference seminar proposals are due on January 13. This is a great opportunity to share your IT communications knowledge and experience with colleagues from a wide array of institutions. Your presentation can add tremendous value to anyone attending the conference who has an interest in IT communications. I can assure you this includes many attendees, even those who are not yet members of our list. To submit a proposal, go to


Hope to see you in Orlando!


Lisa Trubitt

Assistant CIO

University at Albany, SUNY

August 19, 2013 | Ellen Borkowski
Hi all

I know this is the IT Communicators group but thought I would try sending this out to see if any of you have any recommendations.  We are in need of finding a solution very quickly for handling our institutions Office of Communications & Marketing photo bank.  If any of you know what your own institution is using for handling your institution's photos, would love to know what that product is.

Thanks in advance!


Ellen Yu Borkowski
Chief Information Officer
Information Technology Services

Union College
807 Union St.
Schenectady, NY  12308
Office: 518.388.6293
Fax: 518.388.6470

December 6, 2012 | Carlyn Foshee Chatfield
This has been an interesting thread. Thanks for offering to cover it in a coffee shop, Chuck.  We usually look at two topics each coffee shop so we can balance our different interests.  Will you take the second slot in March?

Thanks for considering!

On 12/6/2012 8:37 AM, Aikman, Chuck wrote:
We have a homegrown solution "IT Notice" - I'd be willing to do a Coffee Shop presentation on it. It's a pretty cool tool and there's some flexibility for consumption of content (web, RSS, email, URL placement…). I also have ideas of more creative ways to weave it into communications, service catalog...
November 27, 2012 | Carlyn Foshee Chatfield
IT Communicators, Based on the Doodle poll (which has names but not email addresses)... Anjanette, Jay, Kerrin, Lenette, Tiff, Gabrielle, Steff, and I are all available at 2pm (Central, US) on Thursday, December 13 to discuss options for an International virtual coffee shop. I need to bump this meeting either earilier one week to Thursday, December 6, same time OR postpone one week to Thursday, December 20, at the same time. Let me know what works for you. And if anyone else wants to chime in, consult your time zone for the hour that corresponds with 2PM Houston, Texas time. Thanks for checking your calendars! Carlyn ********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at
November 16, 2012 | Lisa Trubitt

Allison, I share Carlyn’s view that we often put you on the spot when it comes to your annual reports. It’s only because you and your team do such amazing work! Thanks so much for sharing them and shedding light on what goes into the creative process.




Lisa Trubitt

Assistant CIO

University at Albany, SUNY


November 1, 2012 | Listserv Anonymous User
Message from

Hello IT Communicators,

OU is considering implementing a site where students, faculty and staff can share ideas, innovate and be creative to help solve problems on campus and improve the university. Currently, we are looking at two providers of this service SalesForce (example site is and IdeaScale ( Has anyone implemented something like this on their campus? Have any of you used either of these two providers? I would really appreciate any feedback you all have.

Thank you!

becky grant
OU Information Technology
405.325.3560  |  ...
October 19, 2012 | Carlyn Foshee Chatfield
IT Communicators, We will open the coffee shop in 1.5 hours (11AM Central time) 1. Kevin Reeve will open the discussion on student printing. 2. I will follow up with the discussion on peer benchmarking. Other topics are welcome! Login details: Carlyn Chatfield Manager, IT Technical Communications Rice University Houston, Texas 77005 ********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at
April 3, 2012 | Linda Dereka
Dear colleagues, 

We are considering a  Facebook presence for IT communications.  From our past conversations, I recall success stories about IT communications that ride the shirt tails of the University's Facebook presence, and little mention of or success with Facebook accounts that are strictly  IT organization-based.  

I'm hoping those of you with Facebook experience can help our direction here at Princeton.  My current understanding (which admittedly may be wrong) is that the payoff for an organizational Facebook presence is little.  

Do any of you experience great success with an IT-organization Facebook presence?  If yes, I'd love to chat with you.  

All the best, 


January 12, 2012 | Gregory Stauffer

Hi all,


The Office of Information Technology at the University of Colorado Boulder recently completed a redesign of our website. We now have a much more graphically charged website and therefore have need for more information technology photos than our university photo database provides.


Do any of you have recommendations for stock photo sources that you prefer for “techy” photos. A colleague recommended Getty Images but this seems very pricey for our needs. We probably use about five to 10 photos a month, mostly for online publishing.


Your recommendations and thoughts would be much appreciated.


Thank you,




January 22, 2014 | Chad Schonewill

Hello everyone,


I have the task of taking concrete steps to improve both internal communication within the ITS division as well as external communication between ITS and the rest of the college.


I’m curious if you could share particular strategies or communication pathways you’ve found effective (or ineffective, since there’s often lots to learn there).


Right now, I’m thinking about focusing on three pathways for the next few months:


·         Social media (twitter, facebook, pinterest)

·         Complete ITS website redesign (combine help desk site, media...

May 23, 2013 | Alison D. Cruess

IT Communicators,

I am writing to get advice on how to refer to a large group of university constituents. Please see the underlined words below. I am concerned the list is too long, but am hesitant to refer to them as “constituents”. I am using “clients” (below) to mean people who hold an event on campus and pay for it. Anyone have a suggestion?



Online Payments Unavailable Morning of June 6

Touchnet, UNF’s contracted payment gateway, will be unavailable from 9 a.m. to 10 a.m. on Thursday, June 6 in order to perform an upgrade. During this one-hour period, students, faculty, staff, parents, clients, and vendors will not be able to make online payments. Questions may be directed to the ITS Help Desk at 904-620-4357.



April 22, 2013 | Tina Meier



We are looking at several CMS packages as a solution for our enterprise CMS solution. We are currently using Joomla and Drupal. We are considering continuing with Drupal as well as look at commercial products.


I would appreciate feedback from this list on your current CMS product. Would you share what you like, don't like and any lessons learned from implementing for your CMS? How are you using the CMS within IT? Also would you select this product if you could start over?


Thank you in advance. I look forward to your responses.




Tina Meier

IT Director

Oklahoma State University System


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