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Communications & Engagement

Page updated 23 November 2023

There are several channels available to communicate messages and information to internal audiences.

The guiding principle is to target communications, as far as possible, to the cohort of colleagues that the information is intended for. The following description of some of the key communication channels may assist you to do this.

UCD Events Calendar - Events, Webinars, Symposiums

Launched in January 2019, submitted events are published to the UCD Events Calendar (www.ucd.ie/events) with a weekly events e-zine issued on Thursday mornings covering the forthcoming week (Mon-Sun). The events e-zine is issued to all employees making this channel more effectvie than the traditional group emails. A featured event is also posted to the UCD homepage (www.ucd.ie). To submit your event please visit the UCD Events Calendar and follow the link to Submit New Event.

Most common reasons events are queried / declined / not appearing

  • Submission is not a class / course and not an event
  • Image not present / image incorrectly sized
  • Event not submitted in time (at least 5 working days)
Image of computer

Staff E-zine - Operational, need-to-know information

The UCD Staff E-zine is designed to provide colleagues with a concise, periodic publication that collates operational and need-to-know information from units and provides it in a clear and quickly read format. The e-zine is issued on the dates below and is designed to provide information that can be quickly scanned, with the reader clicking on a link to the relevant site for further details, if desired.

Trimester 1 2023/24

  • 6 September
  • 13 September
  • 20 September
  • 27 September
  • 4 October
  • 11 October
  • 18 October
  • 25 October
  • 1 November
  • 8 November
  • 15 November
  • 22 November
  • 6 December
  • 13 December

Trimester 2 2023/24

  • 10 Jan. 2024
  • 17 Jan. 2024
  • 24 Jan. 2024
  • 31 Jan. 2024
  • 7 Feb. 2024
  • 14 Feb. 2024
  • 21 Feb. 2024
  • 28 Feb. 2024
  • 6 March 2024
  • 13 March 2024
  • 20 March 2024
  • 27 March 2024
  • 10 April 2024
  • 17 April 2024
  • 24 April 2024
  • 1 May 2024
  • 8 May 2024
  • 15 May 2024

Submission Guidelines

  • You can submit a story to the ezine via InfoHub (go to Home>Systems>Targeted Communications System>Submit an E-Zine News Item).
  • Items for consideration should be submitted by close of business on the Monday preceding Wednesday publication.
  • Items to be submitted must also be published online as the e-zine will link to the story for further details.
  • HEADLINE - limit of 85 characters (10 words approx), do not use capitals except for names
  • NEWS DETAILS - limit of 250 characters (40 words approx) - the idea is to briefly summarise the main points of the information with details provided in the linked story (on your  own website). Dates should be written in following format - Monday, 11 Aug. 2018 (this is to make it easier to remember the date).
  • URL FOR FURTHER INFORMATION - only include the link with http//: prefix. This will be linked to the appropriate text in the body of the NEWS DETAILS. Do not use shortened URLs (bitly etc) as this can impact the likelihood of the e-zine being viewed as spam.

UCD InfoHub - News

UCD InfoHub – my services & information portal, now has the ability to display news items on its homepage. Similar to the UCD Staff E-zine, news items are submitted via the same form in the (opens in a new window)Targeted Communications System and are limited to a headline, 30-40 words and a link. Priority is given to new initiatives and information that is applicable to most colleagues.

For further information contact (opens in a new window)Mark Simpson – Culture & Engagement, UCD HR.

Targeted Communications System (TCS)

This system, available via (opens in a new window)InfoHub, allows you to  email selected groups of colleagues or students.  The system can be accessed through UCD Connect by selecting the InfoHub icon and then Systems tab in the top navigation (connect username and password required). Care should be taken to ensure correct targeting of emails  and overuse avoided so as to maintain the effectiveness of this means of communication. For events, webinars or symposiums the Event Guide has proven to be more effective than group emails.

The ability to email all faculty and staff is restricted. However, if you feel you require an email to be circulated to all faculty/staff then please contact (opens in a new window)Mark Simpson – Culture & Engagement, UCD HR.

Employee Survey Guidelines

Consulting with and asking for feedback from the UCD employee body is an important tool for developing university strategy and its implementation. It is therefore vital that this resource is protected to ensure that the employee voice is available when required. The occurrence of survey fatigue needs to be avoided. This can an easily happen when too many surveys are issued to the employee body and/or actions arising from survey feedback is not evident.

To protect this important feedback channel, surveys disseminated to all employees is limited to include the Culture & Engagement Employee Survey; Equality, Diversity and Inclusion Survey; UCD Commuting Survey and surveys supporting occasional strategic projects.

Where deemed necessary, all other approved surveys that need to consult with the employee body can be issued via inclusion in the staff e-zine.

It should be noted that:

  • to be statically robust, a large number of responses may not be needed;
  • surveys should be targeted as much as possible to the relevant audience (location, type, demographic);
  • conducting surveys puts an onus on the unit conducting the survey to meet any requirements under ethics, GDPR or other mandated controls;
  • sending a survey individually to numerous schools and units across the University is deemed a contravention of the sprit of these guidelines.

Communicating with former employees (Exit Interviews)

In December 2019, UCD introduced a new “exit interview” questionnaire emailed to all employees who resign from the University.  

Employees’ views of the University environment and their experience of working in UCD are very important to the University. Information obtained during an exit interview process can inform how aspects of the University may be enhanced thereby helping to make UCD a better place to work and an employer of choice. This process will also support the achievement of UCD’s (opens in a new window)strategic objective to ‘attract, retain and develop an excellent and diverse cohort of students, faculty and staff.’

Purpose

The main purpose of the exit interview questionnaire is to:

  • Identify themes that can be used to enhance the working environment in UCD 
  • Highlight any issues that can be addressed and/or improvements that can be made to ensure that the University is a great place to work for everyone irrespective of their background

Scope

This questionnaire applies to all permanent and temporary employees who are leaving UCD.

Themes from the questionnaire will provide the University with information that can be used to enhance employment practices, policies and procedures. 

Should an employee request it, a face-to-face meeting can be organised – please contact your manager or your HR Partner to arrange this. 

Leaving procedure

Automated emails containing a link to the exit interview survey are issued in line with contract end dates. If you are awaiting the issue of a new contract, have recently signed a new contract or if you have completed an exit interview survey in the last 6 months then please ignore the email.

Data 

The data collected as part of the questionnaire will be stored confidentially in line with GDPR regulations by the Culture and Engagement Unit. 

All responses are anonymous. Only themes will be identified from the information collected for statistical purposes and no individual will be identified. 

Data outputs will be monitored at University level and themes reported to College Principals/Heads of Units. Reports will only be generated for areas that have had a participation rate of 10 or more, therefore results with 10 or less individuals from the same area will be aggregated or rolled-up with other teams in the local organisational structure so as to ensure anonymity. 

Questions

Questions are broadly grouped into the themes below:

  • Reason for leaving
  • Working at UCD
  • Equality Diversity and Inclusion

If you have special accessibility requirements and require this survey in an alternative format, or for any queries, please contact (opens in a new window)engage@ucd.ie.

Contact Culture & Engagement

Culture & Engagement, UCD HR 3rd Floor, Roebuck Offices University College Dublin, Belfield, Dublin 4, Ireland.
E: engage@ucd.ie | Location Map(opens in a new window)