Universiteit Leiden

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Internal communication tools

An organisation the size of Leiden University requires careful internal communication.

Website and newsletters

Our most important internal communication tool is the staff website. For editorial information, please consult the web editorial section.

In addition, every Tuesday all staff members receive a newsletter with news and information.

Tips?

Responses and suggestions are always welcome at nieuws@leidenuniv.nl.

Leiden University in the news

If you wish to find out what the media write about Leiden University, its researchers and its students, you can register for the digital clippings collection ‘Leiden University in the news’. The links in this overview expire after three months. If you wish to archive an article for personal use, make sure you copy it immediately.

Narrowcasting

Narrowcasting is one of the university's internal communication tools. The university uses screens in the buildings to disseminate information that specifically applies to students and staff members in that building. This method of communication is called narrowcasting. The university currently uses two types of narrowcasting systems: screens in coffee vending machines and screens at building entrances.

The coffee machine screens are used for dynamic content. These screens disseminate information in a visually attractive way in busy locations and thereby immediately catch the eye. The content is divided into two parts: general information on sustainability, health and safety, and faculty information for the faculty's students and staff members. The screens are managed by the UFB. The decentral communication departments provide content for the faculty part.

If you want to post a message or information on the coffee screens, please contact your faculty's communication department. Make sure that your submitted content has a format of 1920 x 1080 pixels.

The screens at building entrances are mainly used for displaying static information, such as information from the room reservation system, building opening hours and public transport timetables. If you have questions or would like more information about the screens at building entrances, please contact your faculty's communication department.

How and what: our website

The website of Leiden University looks like one website, but it's divided into multiple branches. To communicate better about the how and what of your desired communications, please read about this first.

Website: external

Aimed at the general visitor, the 'outside world'. This is where news and events are shared, as well as corporate news. This is also where you will find pages about our faculty (including institutes and social media profiles).

Universiteit Leiden, home

Faculty of Social and Behavioural Sciences, home

Website: students

The site for current students, with study information and news. This site is 'context-driven'. At the top of the page, you select your programme; the site then displays shows information specific to that programme (in addition to information relevant to all programmes).

 

Website: prospective students

Programme information for prospective students, presented by programme, following a set pattern.

Website: employees

Intended for current (and future) employees. Contains HRM information, manuals, internal news, etc.

This site is also 'context-dependent'. At the top of the page, you select your organisational unit; the site then displays information specific to that unit (plus information relevant to all parts).

Website: library

For students and researchers

Internal communication options at FSW

Internal communication is of great importance, which is why the faculty offers the following resources to its staff:

The staff website homepage contains all announcements that may be interesting for staff members as well as news announcements from the Faculty news page. In short: all the news are bundled on a single page. On the staff website you can access all practical information, such as facilities, ICT manuals, information about salary and leave, procedures, etc. 

If you work for the faculty office, you can have agenda items, announcements and news items posted by the chief web editor. Please contact the FSW newsroom for this. Make sure that you submit your material well in advance, or let us know in time that something is coming. Due to high interest, we require at least 7 days for processing.

Within your institute

Do you work at one of the institutes? Then your own communications department is usually available to post messages on the website. They can also arrange for these messages to be shared with faculty when relevant, or for the faculty to get involved if your project is interdisciplinary.

Audience: staffmembers.

The staff newsletter informs you about policies, practical matters, facilities, workshops etc. that are directly or indirectly related to work. There's also space for interviews, videos or fun facts to connect with your coworkers. The newsletter appears every three weeks, but more often if necessary.

Make sure you provide input at least a week in advance! Input after the deadline will be automatically carried forward to the next newsletter if still relevant.

 

Publication dates 2024

Publication dates 2023

Got something to share?

Mail your input to the news editors. Deadline at least 1 week before. Give as much information as possible and be as clear as possible about the message you want to share. Also include a website link of an article, announcement, course, calendar item or blog if there is one.

Messages in the newsletter are posted once. Repeat messages will only be posted if there are compelling reasons. Placement is not guaranteed, it depends on available space and other priorities. This is at the discretion of the editors.

Criteria

  • Number of words: maximum 100
  • The content may be relevant to only one particular group of staff: for example, only academic/support staff, only lecturers or only budget holders. But, the content should be relevant to all institutions.
  • Writing style: use a concise, active writing style with short sentences. Use as few abbreviations as possible. If necessary, the editors will shorten or, in consultation, revise your text.
  • Image: the various items in the newsletter have their own formats. Also take a look at previous newsletters above to see what this looks like. 
    • Agenda items: square, 250x250 pixels
    • News at the top: no image, or 600x250 pixels
    • Scientific news: square 300x300 pixels
    • Podcast or news at the bottom: square 200x200 pixels
  • Language: Dutch and English, unless your news is only for 1 of the two audiences. Please use British English.

Several screens are available on which messages for students and/or staff can be shown:

  • Middle TV screen at the entrance (1920 by 1080 px), in JPG;
  • Screens on the coffee vending machines (1920 by 1080 px), in JPG;
  • Media Wall in the hall (1920x4320 px), in JPG.

The editors do not create these images for you. Do you work for an institute? Ask your institute's communications team for help. Do you work for the faculty office? Contact our content creator.

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