About UBC Bulletin
UBC Bulletin acts as a channel for UBC’s senior leadership to inform and engage broader leadership at the university. UBC Bulletin may be used to communicate the following:
- Advance notice of university-wide initiatives or organizational changes that will be communicated to the broader UBC community
- Updates on previous institutional messaging/invitations for feedback
- Senior-level appointments/changes (Dean and AVP level)
- Large scale project updates/developments
- Advance notice and/or follow up related to high profile media coverage
- Research grant info/deadlines
- Organizational changes that do not affect significant numbers of faculty/staff
- Large scale consultations
Criteria
To be considered for UBC Bulletin, the subject matter must adhere to the following criteria:
Timeliness: The information must be timely and must have significant importance for the majority of individuals within the intended audience and/or the operations of the university.
Approval: The message must have approval from, and be attributed to, a Vice-President (VP) or Associate Vice-President (AVP).
Relevance: Unless they are of significant relevance to university operations, announcements and the promotion of events are typically not suitable for UBC Bulletins.
Adherence to existing policies: All existing UBC policies governing communication shall be applicable to UBC Bulletins. Se in particular Policy #96: Communications (PDF) and Policy #104: Acceptable Use and Security of UBC Electronic Information and Systems (PDF). The text of these policies are available on the University Counsel website.
When and how UBC Bulletins are sent
UBC Bulletins are issued Monday to Thursday, between 11am and 1pm (allowing time for messages to make their way through the system), with a maximum of one UBC Bulletin permitted each day. However, it is possible for a UBC Bulletin to be issued on the same day as a UBC Broadcast.
UBC uses an on-premise email distribution tool for UBC Bulletins.
Audiences
Deans, associate deans, assistant deans, department heads, managers and senior professional staff have been identified in the Human Resource Management System (HRMS). UBC Bulletins are always sent to the Executive (President, Provost, VPs and AVPs), but are otherwise only sent to the groups for whom the message is most relevant. In addition, it is standard practice to send UBC Bulletins to a select group of senior communications professionals, to share in their respective areas of the university, as they deem appropriate.
Due to the automated nature of the UBC Bulletin system, it is not possible to manually add or remove individual email addresses.
Ownership and approvals
UBC Bulletin is owned by the UBC Executive. Internal Communications acts as the steward/facilitator of this channel. All messages must be submitted at least two working days before the issue date, and be approved by a member of the UBC Executive or their designated AVP. UBC Bulletin signatories must be at VP, Dean or AVP level. Internal Communications adopts the role of advisor around message content and timing.
If you have any questions, please do not hesitate to contact the Internal Communications team.