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.
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 firstname.lastname@example.org
All university areas are encouraged to utilize the enterprise content management system, Adobe Experience Manager, to host their unit websites. For brand information, visit Web Design and Accessibility.
Communications and Marketing uses Slack for peer and group communications and collaborations. Recommended channel: #communicators
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.
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.
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.
- Contact the Communications and Marketing visual team about photos or videos
- Request a written story from University Relations
- Request social media support from University Relations
- Get website (Ensemble CMS) help — Select "Request CMS Support"
- Request a new logo lockup from Licensing
- Request permission to use a university trademark
- Conduct marketing initiatives and activities
Hire a freelancer
Communications and Marketing professionals should familiarize themselves 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 their areas. For questions, contact Procurement at email@example.com.
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.
More campuswide how-tos
- Purchase new software for your unit
- Purchase existing, approved software for your unit
- Find a printer for your printed materials
- Request the HokieBird for appearances
- Request the VTCC canine ambassador for appearances
- Ask questions about ordering all university business assets
- Find a licensed vendor for promotional and display products
- Conduct a design contest