ACCESS Email Communications

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, who will 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.

What/Who: The following attempts to summarize the content expected to be disseminated through email by each ACCESS awardee. This is not expected to be comprehensive but provides a general overview of topics and categories, as well as any opportunities to coordinate with other teams.

• ACO

  • The ACCESS Advance (monthly external newsletter)

  • Inside ACCESS (monthly internal newsletter)

  • Limited ad hoc communications

• Allocation Services (T1)

  • Allocation submission windows (News)

  • Proposal preparation webinars (Events)

  • New or retiring resources (News) #Operations

  • Updates to xRAS or allocations policies (News)

  • How to get involved/reviewer recruitment (Participants)

  • Feedback sessions (Participants)

  • Maintenance and/or downtime of allocations portal (News) #Operations

• End User Support (T2)

  • Trainings - external and internal, including conference announcements (News/Events)

  • Outages - RP (Events)

  • News from Affinity Groups/RPs (News)

  • Support Programs: MatchPlus/Premier/CCEP/Ask.CI (News)

• Operations (T3)

  • STEP student recruitment

  • Info to existing RPs about various (unknown) things – software, community info… not really sure

  • Info to select new NSF awardees (CC* etc – not sure exactly which all would be applicable) to inform them about benefits of integrating into ACCESS ecosystem & how to do so

• Metrics (T4)
  
  

• (Other Groups - RPs, Partner Sites, etc.)

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.

Frequency: Although news, events, and opportunities for participation can’t always be predicted, efforts will be made to align topics with regularly scheduled communications. A list of known recurring communications is listed below. Ad hoc email communications can be sent if time constraints exist. Other communications mediums are listed, as well.

To Do: (Delete this once we have this setup)

• When creating an ACCESS ID:

  • Provide options to elect what types of emails to receive

• User interface to manage subscriptions

  • Which will allow legacy ACCESS ID holders to subscribe/unsubscribe without unsubscribing to ALL emails

• Pull all ACCESS ID holders from API

  • With API key