Communications Resources

Communicating within CCR: Guidelines


Communicating within CCR: Guidelines


We put a high priority on creating and supporting effective internal communications to CCR staff, while also trying to manage email fatigue. CCR uses a monthly internal newsletter, 60 Second Update, and digital screens as its primary internal communication methods. If needed, listserv emails will be sent from one to three times total, depending upon need and time frame.   For example, three times may be appropriate with a long lead time and could include the initial announcement, a reminder announcement, and a final announcement the day before the deadline or event.   

We ask those wishing to communicate with CCR staff to kindly follow the guidelines below.


Use 60 Second Update and Digital Signs 


In lieu of emailing listservs, we encourage the use of CCR’s 60 Second Update electronic newsletter, which is distributed to all staff monthly and CCR’s digital signs.

  • When your timeframe allows, simply submit your information no later than the third Friday of each month to CCR Office of Communications for inclusion in 60 Second Update.
  • Content in 60 Second Update will also be converted into a digital sign that plays on monitors in CCR buildings on both the Bethesda and Frederick campuses.

CCR Listservs

If You Must Email Listservs, Keep It Short and Simple 


If 60 Second Update timing does not work for you,​ CCR maintains a number of email lists, or listservs, which are listed here.  

When you send to CCR-maintained listervs, we request that you follow the following guidelines to keep your email short, sweet, and to the point. 

Title (Subject Line)

  • Include a brief and informative title, ideally with a call to action, for example:
    • Register by (date) for (name of meeting/training)
    • Nominate for (name of award)
    • Take Survey on (subject matter) 
    • Submit Abstracts for (event) by (date)
    • Save the Date: (name of event)

Tag

  • Do not add a "high importance" tag to the email.

Body

  • Use only one consistent font, in black, with no additional colors.  Preferably Calibri 11 or 12 point.
  • Avoid attachments if possible.  Instead provide a link in the email to more detailed information, calendars or registration sites.  We can make occasional exceptions for time sensitive documents that do not have a home on government websites.
  • If necessary, CCR can work with you to include information on CCR Central that your email can link to. Please contact CCR Office of Communications.
  • Do not include multiple forwards. If submitting a forwarded email announcement, it should only be one forward and you should include a brief message with the forwarded email.

Signature

  • If the announcement is coming from an organization or group email (e.g. BTEP or CCR Conferences), there must be a contact email for questions or more information included at the bottom of the email.
  • All other emails distributed to CCR audiences must have the senders’ full contact information at the bottom, including position title of the point of contact for the sponsoring group, if applicable. For example:

John Smith PhD, Co-Chair
Frederick Faculty Seminar Committee
428 Miller Drive, Rm 47
Frederick, MD 20878
john.smith@nih.gov

OR

Sent on behalf of:
Frederick Faculty Seminar Committee
John Smith PhD, Co-Chair
john.smith@nih.gov

Recipients

CCR will not send to multiple listservs that will result in a subgroup of staff receiving duplicate messages.  For example, if the same message is sent to all NIH and all NCI, all CCR and a subgroup in CCR (like staff scientists) that means some CCR staff will receive the same email four times! Please take care to send your email to the narrowest list that is appropriate.  


Seminars


Single Seminar / Meeting

(These are stand-alone lab / branch-based seminars that are not part of a regularly scheduled seminar series)

  • For seminars held in Frederick, please list your event on the NCI at Frederick digital calendar and link to the calendar in each announcement.
  • For seminars held in Frederick, with no WebEx option and/or video teleconference to Bethesda, please submit only to the Frederick listserv. 
  • Use listservs most specific to your target audience and interest group, versus a blanket email announcement to a large segment of the population, such as CCR All Staff or CCR PI list.

Seminar Series

(These are regularly scheduled seminars that happen over a period of time, such as the Molecular Discovery Seminar Series.)

  • CCR will list upcoming events in the 60 Second Update newsletter and on our digital signs. Send submissions to CCR Office of Communications by the end of the third week of the month before publication.  
  • CCR will support one monthly email listing the upcoming schedule and one weekly announcement per seminar. No reminder emails please! We recommend listing your events in all relevant calendars (NCI, NIH, Frederick).

Other NIH Listservs

NIH also has numerous listservs based on interests, locations, etc. To review the options and self subscribe, visit https://list.nih.gov/. NCI-Frederick also has options staff can subscribe to at https://ncifrederick.cancer.gov/Staff/ListServ.aspx.

Checklist


As you draft your email, you may find this checklist helpful. 

___Is the subject line clear, simple with a “call to action” first?

___Did you include pertinent deadlines?

___Did you include the event date and place, if applicable?

___Did you include an email signature with full contact information including name, title, phone, and email address for questions?

___Did you include a link to a website, if applicable, with no attachment?

___Did you use a consistent and black only font with limited use of bold or underline?  Note: Calibri 11 or 12 preferred.


Sample Announcement Templates


Please click on a link below if you would like to view, print, or download an example of a listserv announcement.

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  • Last ModifiedThu, Apr 16 2020

Photography Resources


Photography Resources


Headshots/Group Photos

There are many ways to obtain a headshot or photo of your group:


Event Photography

There are several ways to have your events photographed:

  • Some events on the Bethesda campus may be photographed by CCR staff. Contact the CCR Office of Communications with questions.
  • To request a photographer for CCR meetings, contact Julia Lam.

Take the Photos Yourself

If you want to take the photos yourself, check out some tips and tricks to make your photography better:

 

If you have any questions about this page, please contact Lianne Priede.

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  • Last ModifiedFri, Nov 22 2019

CCR Central Video Tutorials


CCR Central Tutorial Videos


This page contains brief tutorial videos for CCR Central, a new intranet resource for all CCR staff members. These videos cover a range of topics including how to access CCR Central, how to navigate on CCR Central and how to provide your feedback on this resource.

How to Access CCR Central:

Here's how to easily access CCR Central from a Mac, PC, or even the web.

CCR Central Home Page 101:

Quickly review the main sections of CCR Central, which are organized by topic and review the various components of the CCR Central home page.

How to Navigate CCR Central:

There are different ways to navigate the various sections on CCR Central. You can explore individual sections on the main page or simply search for what you are looking for by using the "Search CCR Central" bar.

Please note: to search for content on CCR Central you must use the "Search CCR Central" search bar. The main search will not provide results for CCR Central.

How to Provide Your Feedback:

Let us know how to make CCR Central a better resource for you. The feedback button located on the bottom right hand corner of every page on CCR Central. 

 

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  • Last ModifiedThu, Jun 6 2019

Monthly Manuscript Report Archives

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  • Last ModifiedThu, Feb 6 2020

Updating Web Content


Updating Web Content


About Web Profiles

Web profiles are required for all Senior Investigators, Tenure Track Investigators, Physician-Scientist Early Investigators, Senior Clinicians, Senior Scientists and Staff Clinicians.  Important:  Any Staff Clinician who serves as the Clinical PI on a clinical trial must have a web profile.

Profiles are highly recommended for Staff Scientists, Core Facility Heads, and Scientist Emeriti.

Local Web Content Managers

Each Lab/Branch Chief has designated one or more staff members to serve as local web content managers.  These staff have been trained and can access and edit most of the content on their Lab/Branch website, including the web profiles of all principal investigators, staff clinicians, staff scientists and other key staff who have a profile.  Please contact your local content manager(s) for assistance in updating your profile. 

View List of Local Content Managers

Questions?  Contact Sue Fox or  Ronya Taylor.

Review Your Web Profile

Please review your web profile at least once each year.  

Here are some tips to keep in mind when reviewing your site. 

You can also view this PDF, which provides screenshots of the important content areas within your profile. 

To the extent possible, the content on each tab (e.g., Research, Biography) within your profile and the brief statement displayed at the top should incorporate “keywords,” i.e., words that a user might type into a search in which you would expect you or your lab to come up in the results.

  • Is your contact information (email, phone, bldg, room) up-to-date?
  • Have you had a new photo taken recently?  If so, email the file (PNG/JPEG/JPG, minimum size: 235x235 pixels) to Sue Fox for posting.
  • Review the first paragraph on your profile. Does it contain the keywords that describe your work? (This text is often what Google or other web search tools pull from to generate search results. Including words and phrases, such as your areas of interest, that closely align with your research is important to improve your findability via Google search. Repetition is helpful and encouraged.)
  • Review your Areas of Expertise (please limit to 6 specific keywords).
  • Review all the tabs on your profile with particular attention to: 
    • Research – Have your research projects changed? Consider the length of the write-up. Most users do not scroll down much beyond what their first screen shows them, so short and concise is best.  Include sub-headings to help the reader scan the text for topics of interest.  Use a sub-heading for each project. Keep each project summary to one paragraph, if possible.
    • Publications – Are these the 5 selected papers that you want to display?
      • Papers can be your most recent or most significant.
      • Do you want to add a link to your PubMed Summary/NCBI Bibliography Researcher ID/Google Scholar? 
    • Biography – Add recent awards/honors/promotion
    • Team – Is your team list current?  If not, submit updates using the "Update Your Team" request form below. 

Review Your Lab/Branch/Program Websites 

Contact Information:

  • Is the main contact information for your Laboratory/Branch correct?
    • Does anyone need to be added/removed as a contact person for the Lab/Branch

About:

  • Is the content on this tab current? 
    • It is recommended that this section be a brief overview (1-3 paragraphs), stating the mission/goals of the Lab/Branch. Be sure to including keywords and phrases that closely align with the Lab/Branch to improve your organization’s “findability” via Google search. 

PI & Key Staff:  

This page is a directory of the principal investigators and other senior staff in your Lab/Branch who have a web profile. 

  • Are there additional staff members who should be listed here?
  • Do profiles for departed staff need to be removed?
  • Please contact Sue Fox if any changes are required. 

Review All Pages: 

  • In addition to the standard set of pages/tabs, some sites have added other pages/tabs. Additional tabs for your consideration may include:
    • *Clinical Trials
    • Links/Tools/Resources
    • PI & Key Staff
    • News
    • Job Vacancies
    • Seminars
    • Covers
    • Science
    • Patients
    • Teams
    • Referrals
    • Training
    • Cores/Facilities

*Note:  All updates to clinical trials information (e.g., change a referral contact) must be made in iRIS.

Request Forms

Important: Some web content (e.g., staff, job announcements) cannot be updated by your local web content manager. Click the buttons below to update your team, request a job vacancy, or provide the content required to set up a web profile for a new investigator, staff clinician, or staff scientist.

Update Your Team

Request a Job Announcement

Request a Web Profile

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  • Last ModifiedFri, May 1 2020

Web Design and Development Support


Web Design and Development Support


Planning

Before requesting web design/development support, please do some planning.

  1. What level of support are you requesting?
    • I want to add an additional page/tab to an existing website
    • I want to re-design an existing website/page
    • I want to create a new website/page
  2. Who is your target audience? 
    • CCR/NCI/NIH staff versus extramural staff; scientific vs. general public; etc.
  3. What is the purpose/goals of the site?
    • Briefly describe what information you are trying to convey to the users of your site
  4. Have you identified a Lead Content Manager within your group for this project?
    • The Lead Content Manager is responsible for organizing and providing all content (text, images) required to develop the site.
  5. Is all the content (i.e., text, images) you would like to populate the pages of your site prepared?
    • Is the content organized and ready-to-go to send to the web team or will your group need time to develop the content?
  6. Have you identified a Local Web Content Manager(s) who will manage the site after it is launched?
    • The local content manager(s) is responsible for keeping page content up-to-date and must be trained first.
    • Please designate someone who is committed to keeping the site’s content current.

How to Request Support

Click the button below to get your request added to the CCR web projects and tasks list. New requests are prioritized by the Office of the Director (OD) Web Planning Group during their bi-weekly meeting. If any additional information is needed, you will be contacted by Ronya Taylor.

Request Web Support 

 

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  • Last ModifiedFri, Jan 24 2020

Managing Web Content


About the CCR Website


The CCR website was designed and developed in Drupal, an open source software that is used to create and manage many types of websites.

Questions about the CCR website?  Contact Ronya Taylor

Here, we provide information on the following topics:

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  • Last ModifiedMon, Mar 30 2020

Social Media


Social Media


Are you interested in getting into social media?  This page explains NIH-NCI-CCR social media policies.

  • CCR staff members can request an official CCR Twitter account at Lab or Branch level
  • Typically, NCI does not grant official twitter accounts to individuals
  • Official Facebook, Instagram, YouTube accounts and blogs are at the NCI level
  • If you have a great image or story to share via social media "Tell CCR"
     

NCI Guidelines

Guidelines and policies are available on myNCI (NIH login required):

Request an Official CCR Twitter Account

Current CCR Social Media Accounts

Want to Host a Social Media (Facebook Live,Twitter) Event?

Events

Upcoming NCI Social Media Events

 

 

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  • Last ModifiedWed, Jan 15 2020

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