Volunteer Training Document How to Request an Broadcast

Transcription

1 Volunteer Training Document How to Request an Broadcast Please note that only recognized and approved McGill Alumni Association volunteers can send s to alumni, parents and friends in their region. If you are not a recognized volunteer, please contact your regional Alumni Association board for further information. Step 1 Make sure your events are posted on McGill s AOC website Step 2 Review McGill s Policies Step 3 Access the McGill Broadcast Request Tool Step 4 Send STEP 1 Make sure your events are posted on McGill s AOC The Volunteer Broadcast request system is an easy to use drag & drop tool but your McGill branch events need to be posted on McGill s AOC website before they can be dragged into an . For more information on how to post your event online click here: STEP 2 Review McGill s Policies and Guidelines is a powerful communications tool that the McGill Alumni Association has used to reach graduates around the world in a timely fashion. The MAA is at the same time conscious of not wanting to overwhelm its graduates with messages. Therefore, it has developed policies governing the sending of mass communications, also known as "broadcasts". To view this policy click here:

2 STEP 3 Accessing the McGill Volunteer Broadcast Request Tool The Volunteer Broadcast tool is password protected and should only be accessed and used by recognized McGill Alumni Association volunteers. We recommend that large branches delegate no more than 2 or 3 volunteers to be responsible for requesting broadcasts and to familiarize themselves with McGill s policy. If you re ready to send an to the McGill Community in your region, click here to access the McGill Broadcast Request Tool: STEP 4 Sending an Step by Step The link above will lead you to this login page. Enter your username and password. If you have questions, please connect with your branch president or your contact in Alumni Relations at McGill. You will be prompted to select your branch. Click on this box to access the drop down field. Once logged in, your name and will automatically appear in these boxes, but will not appear in the going to alumni in your region. It is for McGill tracking purposes only. Please make sure you select the right branch this will determine the recipients of your .

3 Click on this box and an interactive calendar will appear. Pick the date when you would like the to be sent. Only 1 date can be chosen per request. Some dates will be blacked out. This means that there are already too many s scheduled for this date. You need to enter text which will appear as the subject line. It should be short (80 character limit) & act as a teaser so people will open the . Now select who should receive your . Alumni only or everyone living in your region? Simply click the boxes to include these groups. When you ve completed these steps, click on Proceed. Once you click on the Alumni box, you will have the option of sending your to alumni of certain year(s). For example: you can select specific years to target young alumni. If you would like to all alumni, simply leave this section blank.

4 This is the fun part! Simply click on an event and drag it here, in this white box. The events that are dragged into this box will be advertised in the . You can advertise 1 or all of your upcoming events. To keep s to a minimum, we do recommend sending fewer s and advertising all events. Click Back if you would like to change information on the previous page like subject or the date. Notice the events are not in chronological order. You can choose which event you want to appear first in the . The first event to be dragged into the white box will appear as the first event in the . Once you re done, click on Proceed.

5 This text is a review the information you entered on the 1 st screen. Be sure to review this section. You can still make changes by clicking on Back at the bottom of this page. Your region will automatically appear here Your will have an attractive new banner that distinguishes it from s sent from our McGill offices The first paragraph of your event listing will appear in the and Read more>> will link back to the full event listing on McGill s AOC website. For the sake of this training document we cut off the rest of the , but it will show all the events you dragged into the white box in the earlier screen. You can click here if you would like to preview how the will look in a non-html version. Once you ve reviewed the and the information is correct. Click here to submit your request.

6 your address If you are done, click here to log out. If you would like to request an for another date, this will take you back to the first screen. This is for McGill purposes only.