George Mason University
George Mason University Mason
George Mason University

Office of Marketing and Communications Operations Guide

The Office of Marketing and Communications is dedicated to positioning the College as a leader in research, scholarship, and practice related to the public's health. We look forward to working with faculty and staff to make the College's accomplishments visible and to help our students succeed.

The following resources and guidance are designed to help achieve the Colleges' goals as efficiently as possible.

Project Tiering Categories and Examples

During the project/request intake process, the Office of Marketing and Communications uses the following project tiering framework for decisions related to resource allocation and prioritization.

Tier 1

  • Description - High profile, large scale, external audiences, heavy marketing lift including media, internal communication plan
  • Example - Population Health Center Opening, Graduation, MAP Clinic Opening, Launch of Speaker Series, College of Public Health Milestones (as appropriate), CHHS Graduation, ASTHO Partnership 

Tier 2 

  • Description - Medium scale, possibly external audience, medium marketing lift, possibly media, internal communication plan
  • Example - National Nursing Week, National Public Health Week, Promote new research, Large Development Campaigns, Externally-facing Awards Ceremony

Tier 3

  • Description - Small scale, internal audience, small marketing lift, no media
  • Example - Celebration of Scholarship, OSCAR Research, Small Development Campaigns, US News Rankings

Tier 4

  • Description - No direct marketing, templates or kit only
  • Example - Small events, short notice activities
Publication Promotion Process

Notifying the Office of Marking and Communication (OMC) about an upcoming publication

As soon as a publication has been accepted, the faculty member should email Danielle Hawkins, Michelle Thompson, Rosemary Higgins, and their department chair/school director:

  1. Responses to these questions:
    • Was this work done at Mason and as part of your Mason role?
      (If a student has a publication to suggest for promotion, it can be sent in through a full-time faculty member.)
    • What are the key findings?
    • Why are these important/how do they affect the public?
    • Why are these important right now?
    • What type of a study was it?
    • Was it funded? If so, by who?
  2. Most recent manuscript
  3. Earliest anticipated publication date (for epub version)

Promotion Process and Estimated Timeline*

  • Faculty member emails manuscript, publication date, and responses to key questions as soon as publication is accepted to Danielle Hawkins, Rosemary Higgins, and Michelle Thompson, cc’ing their department chair/school director. Feel free to send even earlier if you expect it will be accepted.

  • Dept. Chair, Assoc. Dean for Research, and OMC review to determine whether to move forward with press release and/or other promotion (3 business days)
  • OMC writes EurekAlert Summary, ASPPH Friday Letter Summary (7 Business Days)
  • Author Review, including co-author of author desires (3 Business Days)
  • Chair, Associate Dean, Review (3 Business Days)
  • OMC works with Author to finalize changes. (2 Business Days)
  • Publish EurekAlert in conjunction with publication available online, pitch to reporters (Tuesdays-Thursdays for more media exposure) (2 Business Days)
  • Total number of days per publication - 20 Business Days

*Dependent on resources and other OMC commitments.

Operational Deadlines

Mondays @ 12 pm

  • Weekly Update Content - For Weekly Update content that requires background research or additional content development please allow additional time. 
  • ASPPH Newsletter Deadline for inclusion in the Friday newsletter


Thursdays @ 12 pm

Web Site Updates

  • Simple Web updates such as word changes, adding new photos can be made within 2-3 days.
  • More complex Web updates will require more time. Please allow at least a week to review and implement changes.
CHHS Weekly Update

If you have an update you would like to include in the CHHS Weekly Update Email, send a complete description to Michelle and Danielle at mthomp7@gmu.edu and dhawkin@gmu.edu. Items that are typically included are upcoming events for the college to attend; faculty, staff, student, and alumni recognition; college announcements; and CHHS in the news.

Lobby Monitor Content

All lobby monitor content is due by Thursdays at 12 pm to appear the following week. Please use this Slide Template to create your content and submit to Danielle Hawkins.

 

Event Tiering

During the planning process, the Office of Marketing and Communications uses the following tiering framework for decisions related to resource allocation and prioritization.

Tier 1 Events

  • Description - Strategic initiative, executive presence, external presence, college-wide events
  • Example - Population Health Center Opening, Degree Celebration, MAP Clinic Opening, Conversations and Connections, Launch of Dean's Seminar Series, College of Public Health Milestones (as appropriate)
  • Lead Time - 6-12 months

Tier 2 Events

  • Description - Cross-departmental, large external audience, high-profile speakers or attendees, College award events, OSCAR Research events, large prospective student events
  • Example - Health Policy Institute, NPHW, Social Work ELEVATE conference
  • Lead Time - 6 months

Tier 3 Events

  • Description - Departmental event, smaller attendance, short-lead time
  • Example - Celebration of Scholarship, small development events, department poster sessions
  • Lead Time - 3 months
Event Promotion Assistance Overview

The role that the Office of Marketing and Communications will play is dependent on the tiering of the event (see Event Tiering above). Unless otherwise noted, the department/faculty/staff member holding the event is responsible for activity listed.

See Office of Marketing and Communications Event Promotion Assistance Overview 
 

Event Guidelines have been developed to be sure that all events executed by the College meet the high standards of our participants/attendees/students, community partners, and sponsors.

Prior to allocating College resources, all events must be:

1. Approved by the respective Department Chair in writing, including the following:

  • Alignment with Department goals, priorities, and quality standards
  • Budget (Expense and Revenue, if appropriate)
  • Content and speakers (draft)
  • Adequate time for planning and promotion, as appropriate (see Event Planning Checklist and Event Tiering and Lead Time for guidance)

      2. Reviewed with the Office of Marketing and Communications and Office of Practice and Strategic Initiatives and Office of Development (if appropriate) for:

  • Allocation of confirmed resources
  • Draft operations plan and timeline
Continuing Education Activities, Conferences, and Other External Activities

Event Guidelines

The following Event Guidelines have been developed to be sure that all events executed by the College meet the high standards of our participants/attendees/students, community partners, and sponsors.

Prior to allocating College resources, all events must be:

  1. Approved by the respective Department Chair in writing, including the following:
  • Alignment with Department goals, priorities, and quality standards
  • Budget (Expense and Revenue, if appropriate)
  • Content and speakers (draft)
  • Adequate time for planning and promotion, as appropriate (see Event Planning Checklist and Event Tiering and Lead Time for guidance)

      2. Reviewed with the Office of Marketing and Communications and Office of Practice and Strategic Initiatives and Office of Development (if appropriate) for:

  • Allocation of confirmed resources
  • Draft operations plan and timeline

Event Planning Checklist for Continuing Education Activities, Conferences, and Other External Activities (Office of Practice and Strategic Initiatives)

To assist in the gathering of required information and documentation needed, the following checklist may be used as a guide.  When continuing education contact hours are to be awarded, all items must be completed. View the event planning checklist.

Department Liaisons

Departments and offices within the College should have at least one liaison to the Office of Marketing and Communications. Liaisons work with our office to keep Web site content updated, post events to the College calendar via 25Live, create slides for the lobby monitors etc.  Thanks to all the liaisons identified below, we appreciate your assistance. 

  • CHPRE - Julie Lawhorn
  • GCH - Allan Weiss
  • HAP - Tracy Shevlin
  • Nursing - Susan Eckis
  • Nutrition - Joe Wilson
  • Social Work - Le Anne Wisineski
Resources and Tools
Schools & Programs