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Administrator access: http://dvmamedieval.com/administrator

Communications Secretary Duties

Updated August 2019

Weekly Duties

  • Check dvma@dvmamedieval.com emails for event announcements and other communications
  • Event announcements (see Walkthrough and Style Guide below)
    • Post event on website
    • Add event to MailChimp newsletter, linking back to announcement on DVMA website
    • Schedule MailChimp newsletter to deliver to email list and post on Facebook fan page

Occasional Duties

Communicating with Members

  • Fall Welcome Email (~4 weeks before 1st meeting)
    • Publicize year’s schedule of events (decided in May)
    • Advertise prizes offered and deadlines (December 15)
    • Membership benefits (join online!)
      • Discounted Penn card—deadline Dec. 1
      • Questions about membership status? Contact dvma@dvmamedieval.com
    • Direct readers to website / Facebook
    • Ask readers to forward to medievalists new in the area
  • Kalamazoo Blast (May)
    • 2 weeks before conference, request member submissions of their papers/panels
    • 1 week before (or week of) conference, circulate list of member’s papers/panels

Publicizing Meetings

  • 8 weeks out: obtain meeting name, time, location, speakers, titles, schedule, and publicity image from organizer(s)
    • Post on website as received
  • 4-6 weeks out: announcement to email list / Facebook via MailChimp newsletter
  • 2 weeks, 1 week, and 1 day out: reminders to email list / Facebook via MailChimp newsletter

Executive Council

  • Take minutes of meetings, distribute them to EC

 

Walkthrough and Style Guide

Posting New Events to the DVMA Website

Navigate to Content > Articles > Add New Article

Set Category as Announcements. Do not set as Featured.

Title format:

  • For lectures and talks: Author Full Name, “Talk Title” (Host Institution, Date)
  • For symposia and conferences: Conference Title (conference/symposium at Host Institution, Date)
  • For CFPs: CFP: Conference Title (Host Institution, Date)

MailChimp Newsletter

Add new events to the weekly newsletter on MailChimp. Use the same format as above for titles, and link to individual article post on DVMA website. 

Formatting DVMA Announcements vs. External Announcements

Use these formatting guidelines to emphasize DVMA-specific announcements within the newsletter.

  • In the email body, reserve Heading 1 for DVMA-specific announcements. For all others, use Heading 2.
  • Use highlight text for DVMA-specific announcements / designations. Accent color #cc6666  has so far only been used for DVMA announcements such as:
    • Prize winners
    • Buttons for DVMA events
    • Highlight text for DVMA events

 

Membership Secretary Duties

Produce list of active members to submit to Penn Library to make available Penn Card privilege (submit new list every year after first fall meeting; send updated list as requested or when a significant number of new members have registered)

Produce lists of active members as needed for relevant publicity and other purposes.

Answer inquiries regarding membership status from current and past members.

Organize committees for each prize in October-November every year:

In conversation with president, decide on executive council members to invite to serve on each award committee.

Gain commitment from award committee members.

Publicize prizes:

 

  • Deadline: January 15
  • Announcements 8 weeks, 4 weeks, and 2 weeks before deadline (11/15; 12/15; 1/1)

Gather submitted applications and mount to cloud (e.g., DropBox) for distribution to committee members; set deadlines for feedback.

Manage decision making process (January 15 – February 15)

Submit decision to president and communicate name of graduate student paper prize to be presented at next spring or fall meeting (by February 15)