ACCESS Email Communications
Draft
ACCESS Email Communication Protocols
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.
List Name | Who is Subscribed | Who Owns/Where Located | Appropriate News to Deploy |
The ACCESS Advance | ~44k inherited from XSEDE; plus all current and future ACCESS users | ACO/Constant Contact | General, broad |
Inside ACCESS | ~100 ACCESS staff | ACO/Constant Contact | Of interest to ACCESS staff |
Resource Providers | rp-forum@access-ci.org list exists with roughly 100 RP contacts and some ACCESS staff. | Leslie | Anything specific to RP community – integration, news about changes to infrastructure/ policies, etc. |
Campus Champions | A LOT of people at institutions across the country. Campus Champions owns & maintains this list separately from us. | CC Leadership - Cathy Chaplin can send messages as needed. cchaplin@internet2.edu | Training, new resource info, allocations news, general news, promotion of various programs that would be of interest to research computing community… |
Reviewers* | Allocation Reviewers | Allocations | Allocation-related items |
Researcher Advisory Committee | RAC members | Allocations, Support, Metrics |
|
External Advisory Board | EAB members | ACO | Items of interest specifically to the EAB (meeting notifications, etc.) |
ACCESS Communications Team | All ACCESS Comms Team members | ACO/Constant Contact | Please add to any email communication you send out (communications@access-ci.org) |
Researchers on active allocations | (doesn’t yet exist) |
| Active researchers |
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.
Channel | Frequency | Audience |
The ACCESS Advance | Currently quarterly | Gen. ACCESS community |
Inside ACCESS | Monthly | ACCESS staff |
Introduction to ACCESS Support Digest | Bi-weekly | (Support) - Affinity groups, current allocations, CSSN (mentors, students, opt-ins) |
Slack - All ACCESS | instantly | Gen. subscribed ACCESS community |
Slack - RP | instantly | Resource Providers |
Slack - Campus Champs | instantly | Campus Champions |
1-2 posts/business day | RPs, researchers, public | |
1-2 posts/business day | RPs, researchers, public | |
YouTube | Upload whenever needed | RPs, researchers, public |
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