Executive and Premier Communications Procedure and Schedule
A strong communications strategy has proven to be a crucial factor in the University’s success in speaking with one voice. Email is the University’s primary outreach driver, with most messages also shared or repurposed on the Seton Hall website and social media channels.
With the multitude of events and initiatives that the University produces, experience has shown that sending communications that promote each event individually ultimately —and counterintuitively—works against successful promotion because metrics have shown that open rates tend to decrease as broadcast email volume increases.
To maximize open rates and engagement, we follow the schedule below to streamline our University communications. We ask that event-specific communications continue to be promoted through these scheduled messages, focusing on quality over quantity.
The inclusion of submitted content is at the discretion of the constituents managing each email and priority communications sharing that space. Information on submission needs, components and deadlines are listed below.
- Weekly and Monthly Community Messages
- University Advancement Communications
- College and School Communications
Weekly and Monthly Community Messages
|
Day / Cadence |
Message |
Audience |
Submission Requirements |
Resources |
| Sunday | President's Messages | Varies | N/A | N/A |
| Monday |
Inside the Hall The weekly collection of the community’s news stories and University Calendar events |
Entire Seton Hall University community |
News stories and/or events must be submitted for publication by EOD the preceding Wednesday. |
|
| Tuesday | Office of the Provost | All faculty, administration and staff |
Contact Kaerielle Larsen and Stephanie Montalvo with a brief summary of your message and corresponding links to the related webpage, news story and/or University calendar event. *Content must be submitted by the preceding Friday to the desired send date. |
|
|
Academic Messaging Registrar, research, scholarship, special programs, academic services and resources, etc. |
Varies – segmented for content |
N/A |
||
| Wednesday | Office of Mission and Ministry | Full Seton Hall community; can be segmented for appeal |
Contact Kathleen Childers with a brief summary of your message and corresponding links to the related webpage, news story and/or University calendar event. *Content must be submitted by the preceding Monday to the desired send date. |
|
| Diversity, Equity and Inclusion – Weekly Newsletter | Full Seton Hall community |
Complete the Event and Initiative Promotion Planner. *Content must be submitted by the preceding Monday to the desired send date. |
||
| Title IX Notices and Updates from General Counsel | Varies – segmented for content |
N/A |
N/A | |
| Thursday |
University Advancement Update from the Division’s Vice President to multiple constituent audiences every two weeks |
Varies – segmented for content between campus community and alumni, friends, and donors |
N/A |
N/A |
|
Administrative Offices IT, Human Resources, Finance, Facilities, etc. |
Varies – segmented for content | N/A | N/A | |
|
Health Intervention and Communication Team (HICT) |
Full Seton Hall community | N/A | N/A | |
| Friday |
Vice President of Student Services Weekly Update |
Seton Hall undergraduate and graduate students (South Orange and Nutley campuses) |
Complete the Event and Initiative Promotion planner. *Content must be submitted by the preceding Wednesday to the desired send date. |
|
| Saturday |
No emails from Seton Hall University to interal audiences. |
N/A |
N/A |
N/A |
| Monthly |
DEI – Monthly Newsletter Sent 1st Wednesday of every month |
Full Seton Hall community |
Complete the Event and Initiative Promotion planner.
*Content must be submitted by the 15th of the previous month to the desired send. |
|
|
Office of Graduate Affairs – Monthly Newsletter Sent last Thursday of every month |
Seton Hall graduate students (South Orange and Nutley campuses) |
Contact Christine Yarwood with a brief summary of your message and corresponding links to the related webpage, news story and/or University calendar event. *Content must be submitted by the 15th of the previous month to the desired send. |
||
|
Division of Student Services – Monthly Newsletter Sent the 1st day of each month |
Seton Hall undergraduate and graduate students (South Orange and Nutley campuses) |
Complete the Event and Initiative Promotion planner. *Content must be submitted by the 15th of the previous month to the desired send. |
University Advancement Communications
For campaigns, gift announcements, and ad-hoc messages, please contact University Advancement for details and timing.
|
Day |
Message |
Audience |
Submission Requirements |
Resources |
|
Monthly
|
Pirate Press Sent first weekday of each month |
All alumni | Contact Richonda Fegins with a brief summary of your message and corresponding links to the related webpage, news story and/or University calendar event. | |
|
Bimonthly |
Law Alumni Newsletter Shares events the 1st of each month, full message the 15th of each month |
Law Alumni | N/A | N/A |
| Parents' Newsletter | All Seton Hall parents | Contact Shannon Roth with a brief summary of your message and corresponding links to the related webpage, news story and/or University calendar event. |
College/School Communications
In addition to the University-wide noted above, select colleges and schools also maintain communications customized to their communities.
|
College/School |
Distribution |
Audience |
Submission Requirements |
|
Arts and Sciences Dean's Corner |
Weekly – Mondays |
Undergraduate students | Contact Christopher Kaiser with a brief summary of your message, corresponding photos and links to the related webpage, news story and/or University calendar event. |
|
Diplomacy and International Relations E-News |
Weekly – Mondays | Undergraduate students | Contact Catherine Ruby with a brief summary of your message, corresponding photos and links to the related webpage, news story and/or University calendar event. |
|
Human Development, Culture, and Media Dean's Newseltter |
Bi-monthly – every other Monday | Faculty, staff, and administrators | Contact [email protected] with a brief summary of your message, corresponding photos and links to the related webpage, news story and/or University calendar event. |
|
Human Development, Culture, and Media Center for Sports Media Newsletter |
Monthly | Athletic administrators, Select CHDCM majors, Newsletter subscribers | Contact BJ Schecter with a brief summary of your message, corresponding photos and links to the related webpage, news story and/or University calendar event. |
|
Immaculuate Conception Seminary School of Theology Theology Student Update |
Weekly – Wednesdays | Faculty, administrators, students | Contact Diane Carr with a brief summary of your message, corresponding photos and links to the related webpage, news story and/or University calendar event. |
|
Stillman School of Business |
Weekly – Sundays | Faculty, administrators, students | Contact Joyce Strawser with a brief summary of your message, corresponding photos and links to the related webpage, news story and/or University calendar event. |
All University communications are tracked as closely as possible across various metrics systems, reviewed to comply with digital accessibility requirements, and managed through systems approved by General Counsel for data privacy and shared governance.
Questions? Please contact [email protected].