Internal & Executive Communications

We partner with YSM leadership and communicators to deliver clear, coordinated, and effective school-wide communications. Our work supports messages that reach broad internal audiences or represent the Office of the Dean.

We manage central communication channels, provide guidance on school-wide and executive messaging, and ensure communications are aligned, timely, and easy to understand.

Below is an overview of the services and support we offer to help meet your communication needs.

• Submit News or Announcements for Publication on MyYSM, the Intranet for YSM faculty and staff:
• YSM Communications Officers: Please add your article in Beatrix and suggest it to the MyYSM newsfeed.
• Others: If your department or central administrative unit (CAU) has a communications officer, contact them to assist with publication. If there is no communications officer, complete this form.
• All submissions will be considered for the school-wide digital monitors and the “Announcements” section of the YSM Events newsletter, distributed every Friday.
• Promote an Event on the YSM Calendar and the YSM Events Newsletter:
• Select the “Submit an Event” button on the YSM Calendar page and create your event in Beatrix:
• Note that the YSM Events newsletter only features events that have been designated as “Everyone,” “School Only,” or “Yale Only” in the drop-down menu under “Audience.”
• To be considered as a featured item in the YSM Events Newsletter, add “MyYSM” and “Yale School of Medicine” in the “Suggest to Calendar” field.
• To be considered for publication in Friday’s newsletter, the event needs to be entered in the calendar by Wednesday at 8 a.m.
• Submit News for the YSM News and Recognition Newsletter
  • Submit articles and recognitions for this newsletter, which is distributed every Wednesday, by accessing the form on this page.

To align your internal and executive communications with YSM’s style:

• Consult the YSM Writing Style Guide.
• Use branding and assets for YSM and Yale Medicine.
• Reference common YSM abbreviations and acronyms.
• If creating new web pages/sites or writing web content:
• Contact the Web Services team at ysm.editor@yale.edu for support.
• Review the university’s web accessibility guidelines.

Email Platforms/Tools

Yale Message (Yale’s Global Email System)

• To request access to Yale Message, Yale University’s email platform, please use this form.
• Find support and information to help you with Yale Message in these user guides on the Yale Message Community SharePoint page. Follow the Yale Message Teams channel for their office hours or to receive announcements if system issues occur. You can also connect with this team by emailing message.support@yale.edu.

Beatrix Newsletter Tool (YSM’s Preferred Newsletter Creation Tool)

• To create e-newsletters that promote news, events, publications, and other content that already exists in Beatrix, use the Newsletter Builder Tool in Beatrix. Access training documents here and you can sign up for an office hour with the Web Services team.

Standard Operating Procedure (SOP) for Mass Emails

This SOP outlines the steps for developing and distributing any mass emails within YSM, including in-memoriam communications, announcing the passing of a faculty member or leader. For in-memoriam communications, please note:

• The department chair or deputy dean of which the person was a member will determine if a school-wide communication is needed/appropriate. If so, they should notify the Internal & Executive Communications Leads (Stephanie Fengler, Laura Maturo) or the Office of the Dean Chief of Staff (Cindy Dwyer) to initiate the process.
• The SOP outlines additional steps for drafting the communication and who is responsible for each.
• If the departed is a current active faculty member, please let the Chief of Staff know as soon as possible.

Standard Operating Procedure (SOP) for New Executive/Leader Communications

This SOP outlines the steps that will occur when a new YSM executive (i.e., department chairs or other leaders as determined as appropriate by the Office of the Dean) comes onboard and who is responsible for each.

• Note, on the leader’s start date:
  • A Beatrix YSM profile (and clinical if applicable) will be set to launch
  • School-wide digital signs will welcome the leader
  • An interview (Q&A-style) story will be published and featured on MyYSM (preferably within one week of start date)

• To learn about the YSM Dean’s Office initiatives, including the mission statement, strategic plan, and State of the School, visit this page.
  
• The YSM Dean’s Office pages are updated monthly by the YSM Office of Communications and the Dean’s Office Chief of Staff. For corrections, contact laura.maturo@yale.edu.