Draft
ACCESS Email Communication Protocols
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Purpose: Email communications from ACCESS, or any funded group under the program, should be thoughtfully developed, coordinated and targeted. The following intends to illustrate what types of communications will be sent, whowill send them, the frequency of the transmissions, the targeted lists and the purpose of the information. Efforts should be made to coordinate, if and when possible, with other awardees to reduce the email traffic to ACCESS stakeholders and target audiences. If and when possible, other communications mediums (such as Slack, newsletters, web posts and social media) are to be explored in conjunction with or in replacement of an email transmission. Failure to be mindful of these considerations can risk overwhelming or agitating ACCESS stakeholders and audiences.
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Lists: Several mailing lists that vary dramatically in size and scope are available (or can be created). The following list is ordered from the widest-to-narrowest scope and more specialized audiences. Lists with an asterisk* are to have limited use due to a specific audience. Sometimes an email communication may be sent to multiple lists. The team email address (communications@access-ci.org) will be added to each active email list so that the team (who are all included on that email list) knows when someone sends something out.
Additionally, this repository of internal email lists may be used for targeted messaging to specific groups. Use of these lists should be limited to each area’s Communications personnel or their agents.
List Name | Who is Subscribed | Who Owns/Where Located | Appropriate News to Deploy |
The ACCESS Advance | ~44k inherited from XSEDE; plus all current and future ACCESS users | ACO/Constant Contact | General, broad |
Inside ACCESS | ~100 ACCESS staff | ACO/Constant Contact | Of interest to ACCESS staff |
Resource Providers | rp-forum@access-ci.org list exists with roughly 100 RP contacts and some ACCESS staff. | Leslie | Anything specific to RP community – integration, news about changes to infrastructure/ policies, etc. |
Campus Champions | A LOT of people at institutions across the country. Campus Champions owns & maintains this list separately from us. | CC Leadership - Cathy Chaplin can send messages as needed. cchaplin@internet2.edu | Training, new resource info, allocations news, general news, promotion of various programs that would be of interest to research computing community… |
Reviewers* | Allocation Reviewers | Allocations | Allocation-related items |
Researcher Advisory Committee | RAC members | Allocations, Support, Metrics | |
External Advisory Board | EAB members | ACO | Items of interest specifically to the EAB (meeting notifications, etc.) |
ACCESS Communications Team | All ACCESS Comms Team members | ACO/Constant Contact | Please add to any email communication you send out (communications@access-ci.org) |
Researchers on active allocations | (doesn’t yet exist) | Active researchers |
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Channel | Frequency | Audience |
The ACCESS Advance | Monthly - first weekCurrently quarterly | Gen. ACCESS community |
Inside ACCESS | Monthly - last week | ACCESS staff |
Introduction to ACCESS Support Digest | Bi-weekly | (Support) - Affinity groups, current allocations, CSSN (mentors, students, opt-ins) |
Slack - All ACCESS | instantly | Gen. subscribed ACCESS community |
Slack - RP | instantly | Resource Providers |
Slack - Campus Champs | instantly | Campus Champions |
1-2 posts/business day | RPs, researchers, public | |
1-2 posts/business day | RPs, researchers, public | |
YouTube | Upload whenever needed | RPs, researchers, public |
To Do: (Delete this once we have this setup)
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