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

Twitter

1-2 posts/business day

RPs, researchers, public

Facebook

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