Communication Plan
Original Issue Date: August 1, 2003
Revision Date: April 7, 2006
Revision Date: December 5, 2008
PurposeThe purpose of this communication plan is to provide guidelines and protocols for the dissemination of information to the members of RMSAWWA. The following outlines the procedures that any committee or individual member should follow to disseminate information. The attached flowchart summarizes these procedures.
Events and AnnouncementsAny advertisement for a training event, committee meeting, announcement, employment opportunity, conference, etc. should be advertised in Rumbles, E-Rumbles, and on the RMSAWWA website calendar at www.rmsawwa.net.
1. The appropriate representative of the Joint Publications Committee should be contacted to advertise Section business in Rumbles or E-Rumbles. Contact information is as follows:
Jim Tallent, Rumbles Natalie Cannon, E-Rumbles Co-Editor
303-762-2610 303-987-3443
jtallent@englewoodgov.org natalie.cannon@aecom.comAndrea Josefiak, E-Rumbles Co-Editor
303-628-7019
andrea.josefiak@denverwater.orgThere are specific formatting requirements for advertising in Rumbles. The requirements for submitting and advertising in Rumbles are attached.
2. Events should be posted online to the RMWEA/RMSAWWA Event Calendar using the following information:
Login: rms
Password: rms
Care should be taken not to delete or change other calendar postings. There are also online submission forms on the RMSAWWA website for posting employment opportunities and mass email requests (described in more detail later in this document). These electronic forms are sent to the Communications Committee where they are reviewed and forwarded to the Webmaster for posting.
For questions regarding the RMSAWWA website, contact the Communications Committee Chair:
Paul Fanning
(719) 584-0212
pfanning@pueblowater.orgEmployment opportunities will be removed from the site at the earlier of two dates: 60 days after the opportunity is posted or upon notification by the posting entity that the listing is no longer in effect, whichever occurs first. Each posting entity will be notified in advance when their post removal date is approaching, giving them the opportunity to renew the notice if they wish for it to remain an active posting.
3. The Joint Education Council should be notified of all potential training events and proposed dates and times to coordinate and prevent conflicts with other events. Contact information for the Chair of the Joint Education Council is as follows:
Lee Cesario
(303) 628-6561
lee.cesario@denverwater.org4. TEAMS can help organize an event including site selection, reproduction of event materials, etc. A copy of the recommended event planning timeline is attached. TEAMS should be notified in advance if they are going to be responsible for handling registration, or if credit card registration is offered for the event. If needed, TEAMS can help with requesting Training Unit Approval from CECTI (Colorado Environmental Certification and Testing, Incorporated). A copy of the Form for Requesting Training Unit Approval is attached. The contact information for TEAMS is:
Jo Ann Vold or Sylvia Rottman
(303) 394-2022
greatevents@geteams.comMass MailingsCommittees can utilize mass mailings (either hardcopy or email) to inform members of upcoming events. Attachments such as brochures, registration forms, and questionnaires cannot be sent with mass emails. Once the information for the mass mailing is developed, it should be submitted for review, along with a mailing request form, to ensure that it is consistent with RMSAWWA and RMWEA database use policies. Requests should be submitted to:
Natalie Cannon
(303) 987-3443
natalie.cannon@aecom.comA copy of the database information request form is attached and allows the requestor to select the intended receivers. A copy of the database information policy can be found in the Joint Policies and Procedures section of the RMSAWWA Officers and Committee Chairs Handbook.
If desired, TEAMS can be utilized for distribution of approved hardcopy mailings. Costs associated with producing mass mailings, including postage, will be charged against the committee’s budget.