Single Event

• First message: 2.5 weeks before
• Second: 1.5 weeks before
• Third: 1-2 days before

Series of Distinct Events (Residencies, Earth Week, etc.)

• First message: all events in single email, 2.5 weeks before
• Second: all events in a single email, 1.5 weeks before
• Third: individual emails for each event, 1-2 days before each

Repeated Offering of Same Event (fitness classes, performances, etc.)

• First message: 3-7 days before the first instance
• Second: a third of the way through the offerings
• Third: two-thirds of the way through the offerings

• First message: when first available, or at most 3-4 weeks before
• Second: halfway to deadline, or at most 1.5-2 weeks before
• Third: 2-4 days before the deadline

Give your Audience the Time they need

Adjust the timing to match the effort needed to complete the given task. For instance, if a student needs a few days to get references for an application, then the final reminder for the deadline should be planned for a week before the deadline to given ample time.

Example: “[Opportunity] apply to study Abroad”

• First message: first week of the term
• Second: halfway to deadline
• Third: two weeks before the deadline
• Additional events which can give additional exposure in the longer gaps between messages: information sessions, application workshops, panels of returning students, etc.

• First message: when first relevant
• Second and Third: if needed

Example: “[Services] Tutors are available “

• First message: the first week of classes
• Second: two weeks before midterms
• Third: one week after midterm break

Example: “[Institution] Jack Castor is our Director of Program”

• First message: once the information can be shared
• Second and Third: not needed

General information

Messages covering general topics should be sent via the student mailing list using the suggestions in the “For services or information” section.

• Reminders to keep personal spaces, cars, and bikes locked.
• Reminders to keep windows closed during winter.
• Notifications of upcoming work on campus, areas to avoid.
• Etc.

Immediate or Emergency Notifications

Messages that require campus to be notified immediately should be sent through RAVE or StuAlert, rather than the student mailing list.

• Emergency situations, including inclement weather, hazardous environments, or ongoing crime.
• Sudden outages to utilities or closing of buildings, including loss of power, water, heat, cooling.
• Messages which inform campus of updates or the resolution of these situations.
• Etc.

The offices who need to send these messages should already have access to do.  If you feel you need access to send via StuAlert, or have questions about its use, please contact LITS Support (support@beloit.edu).