Universities make up for lack of technology with great staff

So, besides getting a new job and getting engaged, all within two weeks, I’m also applying to a a six-month blended-delivery graduate certificate program at RRU. Because I’m not busy enough, apparently. Don’t worry, I already gave up the volunteer Board position and the extra teaching gig for the fall – because I’m not completely insane. I like sleep and exercise and occasionally a date night with my fiancé (it still feels all tingly and exciting to ay that word!).

The deadline for admissions to the Graduate Certificate in Organization Design and Development is next week. A week or two ago I wrote my personal statement, solicited my letters of reference, arranged for my transcript from University of Regina, where I completed my undergrad and my graduate degrees.

Today I got an email from RRU saying they also need my transcript from the year I spent at Carleton University — thirty one (31!) years ago. While I remember my year on Ottawa fondly, it had not entered my mind that I would need to get a transcript from there ever again.

With a deadline looming, and knowing that official transcript exchange is still – except in limited circumstances – in the dark ages of official paper copies only – no faxes, no emails, I am trying not to bite my nails. I can’t event get Carleton to email me an unofficial transcript, which RRU will happily consider while they wait for the official version.

Nevertheless, I think it can be done. The folks at both institutions are responsive and happy to help out in any way they can. Carleton sent me detailed instructions for arranging for a courier to get my transcript to RRU by next Friday.

The new job, by the way, is at Emily Carr University of Art + Design, where I will be the Executive Director, Communications. If there’s a way I could feel any more blessed and grateful in my life right now, I don’t know how.


Three simple but compelling reasons to follow Canada’s anti-spam legislation, even if you’re exempt

It’s coming up on two years since Canada’s latest anti-spam legislation (CASL) was passed. In short, the legislation applies to almost anyone in Canada wanting to send “electronic communications”) (mass emails like newsletters, sale notices, etc.) for commercial/marketing purposes, and compels senders of such emails to follow three basic steps:

  1. Get consent: ensure you have permission to send follow up communications to people who have given you their address;
  2. Opt-out: in every message, give people an easy way of opting out of further email communications;
  3. Transparency: ensure that you provide your name and address on each email and keep that information valid for at least 60 days following.

There are other provisions that are best described by internet and e-commerce law expert Michael Geist.

There are also some important exemptions to the legislation, including much of what post-secondary institution communications, marketing, or fundraising departments would use mass email for on a regular basis: recruiting new students and raising funds from alumni or anyone else. The legal department at University of British Columbia published a handy at-a-glance guide (PDF) explaining what University activities may or may not be subject to CASL.

Seeing as post-secondary institutions are largely exempt from its provisions, why would they follow CASL? I counsel my clients/employers to comply with CASL whether they’re exempt or not – even for internal communications. In my professional opinion, forcing mass emails on employees, students, possible students, alumni, customers, potential customers, is at best ineffective and at worst downright disrespectful. (The oft-abused all-staff email, for instance, should be used sparingly and in emergent situations, or for news that has an impact on the audience a year or more hence: changes in top administrators, for instance. But that’s a post for another day.)

Here are the three reasons why even exempt organizations should follow CASL provisions:

1. Your audience expects it of you

Most legitimate businesses employees, students, prospective students, donors, and alumni interact with are not exempt from CASL. People are being taught to expect consent-based practices from nearly every large organization they deal with. Give them what they expect.

2. Let’s face it: you’re always “selling” something

Consumers are being taught that consent-based marketing is the norm. Those same consumers are students, employees, alumni, and donors, and they largely do not make the distinction between their alma mater and their automobile association or their financial institution. Even if there’s no money “ask” in your campaign and you think you’re doing your audience a service, don’t fool yourself. There is always a “call to action” (or there should be!), however subtle, in mass electronic communications. You’re always demanding at least a bit of your audience’s time and attention.

3. You need to protect your reputation.

Your email communications are always designed to compel and persuade; your audiences have a right to decide when your communications are no longer relevant. Your job is to make your content so compelling they can’t ignore it, let alone trash it. Wouldn’t you rather be forced to keep track of your open, clickthrough and unsubscribe rates than blindly keep spamming your hard-earned database with messages they want to get rid of but can’t? Unwanted messages are at best ignored; at worst they engender ill will towards the sender. Good email practice is good reputation management.

Even if you’re exempt from CASL, its provisions contain some great practices you should be following anyway. In a nutshell, they are: be transparent, get unambiguous consent, make it easy as heck to unsubscribe.

I’m happy to say at my most recent gig at VIU, I didn’t need to make the case that, despite being exempt, they were better off following CASL provisions; they were already there. If your organization isn’t there yet, contact me! I’m available to help you make the transition.

It’s all about doing the right thing. It’s all about respecting our audiences’ time and attention.

Week 18: Finding the Raven and new heroes

An event I attended at the end of March marked, for me, the beginning of the homestretch of my temporary appointment. It was the raising of a prayer pole and warrior canoe at the Cowichan campus in Duncan, where Megan Joe became my latest hero.

Her grandfather Harold was lead carver on the project: overseeing the pole carving and doing the work alongside a team of carvers on the warrior canoe. They’re very impressive – go see them if you get a chance.

He couldn’t be there for the ceremony, so Megan read his words to the 100 or so people assembled. She was visibly petrified of speaking in public. Shaking and near tears, bolstered by her family and her community, She did it. She stood up there and did it anyway. We patiently waited and listened to Elder Harold’s words spoken through her. She was a brave young woman among all the veterans on that day. I was almost in tears with her.

I wondered if it was simply the age-old fear of public speaking that 90% of the world has, or if there was an added weight on her shoulders to represent her family in place of her grandfather, in front of her whole community. I wanted to go up to her afterwards and tell her what a wonderful job she did, that public speaking gets easier, that it’s good to feel the weight of responsibility, that she’ll grow into it, because she’s got such a strong community behind her.
I was also acutely aware this was one of my last events as a VIU employee, and it made me a little verklempt. I’m a sentimental fool, as anyone close to me knows.

One of the speakers that day explained why the Veterans Prayer pole is Raven. “The shapeshifter – he changes. Warriors must change to go to war. Some of them didn’t change back when they returned.”

April was a blur – the realization that my term here at VIU is ending has spurred a different set of tasks: reports to write, files to hand off, vacations to plan. After my last day here, I’m taking three weeks off, then deciding what direction I want to head next.

I am going to miss this place. I chose to take this job despite the distance from my home and my family, because I knew it would be a tremendous learning opportunity – a chance to shift and change in new and productive ways. I realized that day in Cowichan: I’m always seeking to learn, to grow, to change. I’ll always be touched by new heroes like Megan, and I’ll always be on the lookout for The Raven.