The Alumni Relations team can provide campus partners with support in engaging and communicating with Brock University alumni. We have created guidelines to help you in planning ahead for your alumni marketing needs below.
Content
You are responsible for providing content that has been proofread, edited, and approved prior to submitting your request. All email copy and supporting graphics should be submitted through the below online form.
To minimize email fatigue, we may suggest merging your request with other scheduled communications if the content is strategically aligned.
Production Schedule
It’s important that you provide our team with adequate time (two weeks minimum) to review your request to ensure strategic coordination with other communications priorities.
- Compile any visual elements (e.g. photos, banners or social media graphics), pre-approved copy, links and materials required for your communication piece.
- Complete our request for marketing services form.
- Any additional materials not included with your form submission should be sent to alumni@brocku.ca as soon as possible, if applicable.
Timelines
Our team manages multiple communication requests on a regular basis directed to members of our alumni community. To ensure we are providing meaningful content in a strategic manner, we require at least two weeks notice to identify synergies with existing communications, prepare email lists or audience segments, build email drafts for final approval and schedule communications.
Alumni Relations cannot guarantee fulfillment of all alumni marketing requests, especially if less than two weeks notice is provided.
Content
All approved content is required at the time of your request, including copy, key messages, visual assets (such as logos, social graphics, email banners or photos of any kind).
Please note: Changing content afterwards will delay timelines and may impact our ability to fulfill requests and/or meet scheduling deadlines.
- Once you submit your finalized content through our online form, Alumni Relations will receive a copy of your request to be reviewed.
- Alumni Relations will review your request to ensure the information is complete, understood and accepted.
- You will be contacted if the Alumni Relations or Advancement Services teams require additional details or clarification related to your marketing request. A meeting may be requested.
- The Alumni Communications Officer will begin preparing a draft of your email and will identify opportunities to pair your message with existing communications, if applicable.
- You will receive a draft of the communication for final approval. If revisions are needed or requested, this step will be repeated with the changes reflected. Communications will not be sent until confirmation of approval is received.
- Once final approval is received, the communication will be scheduled as discussed.
- Marketing and Communications is responsible for overseeing Brock’s brand, as outlined in the Brand Identity Policy. Please ensure your content follows these guidelines.
- Refer to the Writing Style Guide to ensure your copy meets the brand standards. You’ll find instructions for when to use capitals, what to abbreviate and more.
- 88% of smartphone users check their inbox on their phones. Be clear and concise in your writing and optimize content for skim reading.
- Ask a co-worker to review your document for redundant phrases or unnecessary words. Less is often more when it comes to copy.
- Triple check your facts. Before submitting your copy, confirm all figures, dates, times, links and other details.
- Your department’s decision makers should approve copy before it is submitted and review the project at the first draft stage. This helps avoid significant changes in later stages and missed deadlines.
- Do you have recurring communication needs? Plan ahead and ensure plenty of lead time for your marketing needs to reach your alumni audience.
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Complete our Alumni Email Marketing Request Form
Brock University protects your privacy and your personal information. The personal information requested on this form is collected under the authority of The Brock University Act, 1964, and in accordance with the Freedom of Information and Protection of Privacy Act (FIPPA) for the administration of the University and its programs and services. A number of benefits and services are available to Brock University alumni, many of which are provided through corporate partnerships. In addition to providing services to our members, affinity partnerships also generate revenue to support programs undertaken by your Alumni Association. Please direct any questions about this collection to the Office of Development & Alumni Relations.