Submitting Items to the Drexel Daily Digest
How to Submit an Item Using the Digest Submission Form
The following points are guidelines for submitting an item for publication in the Digest.
The submission deadline is 9 a.m. the business day before the requested run date for the event or announcement.
NOTE: Do not email an event or announcement for the Digest directly to the Office of University Relations. You will be directed to the submission form at http://drexel.edu/news/digest/submit.aspx.
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Access the Digest submission form at http://drexel.edu/news/digest/submit.aspx.
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Double-check all information before submitting.
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Provide enough time for the submission to be processed. The submission deadline is 9 a.m. the business day before the requested run date.
- Enter requested information in all fields.
- Ensure that submissions have a clear affiliation with Drexel University.
- Attach an optional image. See image guidelines below.
- Review entries in the Digest archives at http://www.drexel.edu/news/digest/ to better understand the style and format of submissions.
- Select the appropriate approving office.
- Do not submit more than two or three entries for the same event.
- Submission or approval does not guarantee that an item will run on the requested date or at all. All final decisions regarding content rest with the Office of University Relations.
- The Digest staff in the Office of University Relations will edit postings for spelling, grammar, clarity, length, and Digest style.
- The Digest staff may run your entry on a date later than the requested run-date.
- The Digest staff is not responsible for missing information or the accuracy of the content.
- The Digest staff can not approve entries that are waiting for other offices approval. If you have not received approval for an entry, contact the appropriate approving office. See below.
- If your entry has not run and you have not received a rejection email, your entry has likely been moved or you may have selected an incorrect run-date. Check your submission confirmation email to double check your requested run-date.
- DO NOT: Directly address the reader or use words such as “you.”
- DO NOT: Ask rhetorical questions such as “Bored with life? Looking for fun?”
- DO NOT: Use all capital letters.
- DO NOT: Submit images that are offensive, inappropriate, copyrighted or larger than 1 MB.
- DO NOT: Submit images files inside of .doc files. Instead save the image to the desktop and attach that file.
- DO NOT: Enter HTML tags into the Details box.
- DO NOT: Enter information into the Public Contact boxes that you do not want made public.
- DO NOT: Submit entries longer than 250 words.
- PLEASE DO: Provide submitter contact information for after 5 p.m. If production runs late and we can’t get in touch with your, your entry may not run.
- PLEASE DO: Use text that ran in previous editions of the Digest as a template for new submissions. This saves time and reduces changes made to your text. Just ensure all the information (dates, contact, location, cost) are listed correctly.
- PLEASE DO: Provide Web links to additional information whenever possible. Ensure that Web links are listed as such with http://www.site.domain. Pasted entries with “Click Here” DO NOT forward the URL.
- PLEASE DO: Follow all guidelines.
Making Changes to Submitted Content
- To make changes after submission but before approval, contact the appropriate approving office at the emails listed below.
- To make changes after approval, contact the Digest editor at digest.editor@drexel.edu.
- Include special requests or notes in the Details box.
Notifications of Submission Updates
- An email notification will be sent to the submitter when an item has been submitted.
- An email notification will be sent to the submitter if an item has been approved.
- An email notification will be sent to the submitter if an item has been rejected.
- Notifications will not be sent to the submitter if an item has been held for a later issue.
You may receive rejection notices for duplicate entries. These rejections are the result of moved items overlapping with duplicate items on other requested run dates.
If you have received an approval notification but have not seen your item run, your item has been put on hold and will run at a later date.
Contact the Approving Offices
To contact these offices with questions about submissions, send an email to the appropriate approval office:
College of Medicine
Jean Tracy at jtracy@drexelmed.edu, or 215-255-7330
Amanda Jordon at ajordan@drexelmed.edu, or 215-255-7330
External/Other (University Relations)
digestapproval-UnivRel@drexel.edu
Office of Campus Activities
AskOCA@drexel.edu or 215-895-1328
Office of Enrollment Management
(Coming Soon)
Office of Government and Community Relations
Dimitrios Boufidis, dnb26@drexel.edu or 215-895-0418
Office of Human Resources
(Coming Soon)
Office of Information Resources and Technology
The Mail Request Team, mailreq@drexel.edu or 215-895-2686
Office of Institutional Advancement
(Coming Soon)
Office of the Provost
215-895-2200
Office of the Senior Vice President for Finance and Treasurer
(Coming Soon)
Office of the Senior Vice President for Student Life & Administrative Services
Dorothy Edwards, edwardda@drexel.edu or 215-895-685
Examples of Items Formatted in Digest Style
Review entries in the Digest archives at http://www.drexel.edu/news/digest/ to better understand the style and format of submissions.
An Overview of Digest Submission Format
1. First paragraph: The 4W's (in order)
- Who at Drexel is hosting/presenting the event?
- What type of event is it? (e.g. lecture, concert, seminar, etc.)
- When will the event start? (day then date followed by start and end times)
- Where will the event take place? (room number, building, address)
2. Second paragraph: Details
More details about the event or announcement itself and/or the speaker(s) or performer(s).
- What is the event about?
- Why is the event being hosted?
- What will be discussed at the event
- What is the agenda?
3. Third paragraph: Attendee information
- Who is invited (e.g. students, faculty, staff, alumni, the entire Drexel community)
- What is the price for the event?
- Are reservations or registration required?
- When should one register by?
- Will any food or beverages be provided?
4. Fourth paragraph: For more information …
This typically follows the form:
For more information, contact [NAME] at [email], [phone] or visit [URL].
Announcements vary and are typically written more like news articles. If your entry has a time, date and/or location, it is an event and not an announcement.
Review entries in the Digest archives at http://www.drexel.edu/news/digest/ to better understand the style and format of submissions.
Guidelines for Images Submitted with Items
Do not attach images that might be offensive, inappropriate or in violation of applicable copyright laws.
Detailed Image Guidelines
Maximum File Size: 1 MB
File Type: .jpg (.jpeg)
Minimum Width: 200 pixels
Maximum Width: 500 pixels
Minimum Height: 150 pixels
Maximum Height: 300 pixels
Orientation: Landscape (longer width than height)
These are recommended guidelines. Please note that images outside these parameters or in different formats may not show up to approving offices.
How to Select an Image for the Digest
Images should reflect the message that is being sent and should feature people, places or things. Avoid logos when possible. Some ideas include:
- Portraits of speakers or award winners (identify individuals in photo text as “above,” or “from right to left”)
- Photos from past year’s events or print-quality posters
- Screenshots of films or a poster/DVD cover for screenings
- Scenes, settings or objects related to the event
- Avoid logos when possible
The Approval Process
As with all Drexel mass emails, announcements for the Digest require the authorization of a university official with the rank of vice president or higher. Approval is required for all articles. The responsibility to determine suitability for an article in the Digest rests with the offices of senior university administrators. The Office of University Relations has final say in all items appearing in the Digest.
How do I determine my approving office?
The following is a list of the approving offices provided to help submitters choose the appropriate office for their submissions:
- For All Student Organizations - select Campus Activities
- For All Academic Departments - select Provost
- For College of Medicine organizations or departments - select DrexelMed
Administrative Departments should choose their reporting senior vice president:
- Administrative Services (Athletics, Facilities, Procurement, Public Safety, etc.)
- Finance and Treasurer
- Government and Community Relations
- Human Resources
- Information Resources and Technology
- Institutional Advancement
- Enrollment Management
- College of Medicine
- External/Other (University Relations)
Although most items posted in the Digest are sponsored by internal University organizations and offices, items from external groups are occasionally accepted if they have a clear connection to Drexel. Simply being available to students does not count.
If the approval of one of the listed internal approval offices is not appropriate, and a submission should instead receive the approval of an external group, select "External/Other (University Relations)."
When Will My Submission Appear in the Digest?
Every effort is made to place listings in the Drexel Daily Digest on the requested date(s), but there is no guarantee that all submissions will run. Submission or approval does not guarantee that an item will run on the requested date or at all. All final decisions regarding content rest with the Office of University Relations.
When a submission has been approved, you will receive an email with confirmation of the approval and any comments the approver might wish to include. If you have not received an email confirmation, you are encouraged to contact the relevant approving office for further information about the status of your submission.
Notifications will not be sent when an item has been held for a later issue. If your entry has not run and you have not received a rejection email, your entry has likely been moved or you may have selected an incorrect run-date. Check your submission confirmation email to double check your requested run-date.
The Digest staff may run your entry on a date later than the requested run-date. The Digest staff can not approve entries that are waiting for other offices approval. If you have not received approval for an entry, contact the appropriate approving office.
What if I would like the listing to run on multiple dates?
If you would like to request that an event run in the Digest more than once, you will need to fill out a separate submission form for each requested date. Do not submit more than two or three requests for an entry to run.
Holidays and the Summer Schedule
The Drexel Daily Digest is, as the name suggests, produced on a daily basis (excluding weekends). However, the Digest does not run during holidays, and it does not run during term breaks. It does, however, run during the summer term on a weekly basis as the Drexel Weekly Digest and distributes every Monday morning.
Please plan accordingly for these schedule changes when you are submitting items for the Digest. For a break down of school holidays and term breaks, please see the academic calendar at http://www.drexel.edu/events/academic-calendar.aspx.
Last updated on March 11, 2009, by Charlotte Lenox, IRT