How-tos and FAQs

Campus Communicators: Explore this list of frequently asked questions about collaboration tools and instructions on using communications systems at Virginia Tech. Find more tools and templates on the downloads page, and visit the references and tools page for additional information about things that university communicators can use to stay connected and aligned in their daily communications work.

Please note: If you're a non-communications member of the Virginia Tech community, you should start with your college or unit's respective professional communicator for assistance with communications needs. For a list of college and unit team leads, see the contacts page.

Collaboration tools

Use Cision

University communicators use this media software tool used to find media contacts, distribute news releases, and monitor media mentions. Several functions are available to any unit communicator at no charge. Questions/access? Email mediarelations-g@vt.edu

Use Ensemble CMS

All university areas are encouraged to utilize the enterprise content management system, Adobe Experience Manager, to host their unit websites.

Request a seat in Slack

Communications and Marketing uses Slack for peer and group communications and collaborations. Recommended channel: #communicators

Get information about Wrike for project management and tracking

Communications and Marketing uses Wrike for tracking and managing creative projects. There are a limited number of seats available. Contact Tiffany Pruden for more information.

Get information about Falcon for social media management

Communications and Marketing uses Falcon for social media management and monitoring activities. There are a limited number of seats available for colleges and units, and additional seats may be purchased via cost-sharing. Contact the social media team for more information.

Get information about Adobe Campaign for email distribution

Communications and Marketing uses Adobe Campaign for regular and special email sends, as it's the Procurement-approved email platform for the university. Contact John Jackson for more information.

Get internal communications emails from VT News

VT News has an internal distribution list to receive internal communications from Communications and Marketing and the broader campus communicator community. Contact the Media Relations team to be added to this list.

Send Advancement emails using BBIS

The Advancement communications team uses BBIS to send emails to alumni and donor audiences in support of engagement activities. Contact Annie McCallum for more information.

VTx and publishing information

Multimedia information

Branding, marketing, and licensing

Display your email signature

For all university employees: Use Acherus Grotesque (regular) or Gineso condensed (book) with the master brand logo or appropriate primary or secondary brand extension logo. Use tertiary brand extension name in text only. First and last name, professional designations, and title should be in bold.

University faculty and staff with flexible work arrangements should use only phone numbers in their email signatures where they can be reached during business hours, whether that be to a desk phone that is forwarded to a home or cell phone, to a university-issued cell phone, or to whatever line will reach the employee most efficiently.

For pronoun usage visit the Inclusive Language guide. NOTE: Email signatures that contain licensed fonts and images may not load correctly in some inboxes. Signatures may be written in Crimson or Barlow and without the logo to increase accessibility. Example:

JOHN SMITH | Position Title
Virginia Tech | Department
0123 Street Avenue, Suite 0011
Blacksburg, VA 24060
(540) 123-4567 | email@vt.edu
he/him/his

Video: How to insert the Virginia Tech logo lockup in your email signature using Outlook

More branding, marketing, and licensing how-tos

Requesting help

Following common operational practices is paramount to aligning communications work at Virginia Tech. As a general rule, the university community should start with their college or unit's respective professional communicator for assistance with communications needs. Central Communications and Marketing provides strategic frameworks, processes, and support to the colleges and units to assist their work. For a list of college and unit team leads, see the contacts page.

Across campus

Hire a freelancer

Familiarize yourself with the relevant policies related to hiring outside contractors: University Contract Signature Policy and Procedures and Direct Payments Procedures. The purpose of them is to outline the compensation thresholds for needing to issue a request for proposals (RFPs) and who is the authorized signator for university contracts in your area. For questions, contact Procurement at procurement@vt.edu.

Consult the Resource Network Guide for contractors and agencies that have been identified and vetted vendors in a variety of specialties and secured competitively negotiated university contracts for high-quality creative services. These contracts are available through HokieMart. This list of authorized contractors and agencies is not exhaustive, and more can be found on the Procurement website.