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Use these examples to prepare a clear announcement for the Student Digest or Employee Digest. Each submission should give readers the essential facts and a clear next step, with links or supporting files for additional detail.
The examples below are templates, not actual campus announcements. Replace all bracketed text with your information and turn the indicated text into a link in Gmail. The digest may shorten or reword your submission; it does not reproduce it word for word.
Start with the Essential Facts
Use a descriptive subject and a short email body that explains what is happening, who it applies to, the date and time, the location, any deadline, what readers should do, and whom to contact. Include the year and AM or PM for dates and times. Put essential information in the body even when you include a flyer or document.
For longer explanations, use an accessible webpage, Google Doc, PDF, or CampusGroups event. Check that your intended audience can open the resource. The summary process does not visit linked webpages or Google Drive documents to retrieve missing facts.
How Links and Attachments Appear
Make the main action clear in the email body. Use descriptive link text such as “Read the complete policy and required steps” instead of “click here.” If you have several links, identify which is the main next step.
| What you include |
How readers may access it |
| A webpage, registration form, or CampusGroups event link |
A main action button or link to open the page, such as “Open” or “View details.” |
| A Google Doc, Google Drive document, or direct PDF link |
A document action button or link, such as “View” or “View document.” Check sharing permissions. |
| A direct Google Calendar event link or hosted ICS calendar link |
A calendar action, such as “Add” or “Add to calendar,” when that URL is selected as the announcement’s main action. A date by itself does not guarantee a calendar button. |
| An attached accessible PDF |
A “View PDF” link with the filename beneath the announcement in the email, when the file is successfully processed and published. |
| An attached JPG/JPEG or PNG image |
A “View Image” link with the filename beneath the announcement in the email, when the file is successfully processed and published. |
Buttons and attachment links serve different purposes. A registration button can appear alongside a separate flyer link. Attaching a file does not guarantee that it becomes the main button. Exact labels and placement can differ between email and MyPlattsburgh, and the system may select one primary action rather than display every link as a button.
PDF, JPG/JPEG, and PNG are the supported attachment options described here. For Word documents, spreadsheets, or other file types, share an accessible Google Drive version or webpage and include its link. Use a descriptive filename, such as Webinar-Schedule-October-2026.pdf.
Example 1: Policy, Compliance, or Legal Information
Use this approach for a routine reminder that points readers to complete, authoritative information. Put the full policy, notice, or instructions in an accessible document or official webpage. Do not rely on a summarized digest to deliver required legal notice or urgent instructions. If the complete wording requires direct distribution, consult Communications about the appropriate approved channel.
Subject: [Policy name]: required action by [deadline]
[Affected employees or students] must complete [required action] by [month, day, year, time, and time zone]. This requirement applies to [specific audience or eligibility criteria].
Read the complete [policy or notice] and required steps: [insert link to the authoritative webpage or accessible document]. Review the full document before completing [action].
Questions? Contact [office and contact information].
What to link or attach: Prefer a link to the maintained official document. An accessible PDF may also be attached when suitable for publication with the digest. Keep the required action and deadline in the body; do not place them only in the document.
Example 2: Event with Registration and a Flyer
Subject: [Event name] on [month and day] — register by [deadline]
[Audience] is invited to [event name] on [month, day, year] from [start time] to [end time] [time zone] at [location or online meeting platform]. [One sentence explaining the purpose or benefit.]
[Cost, eligibility, or other participation requirement.] Register by [deadline].
Register for [event name]: [insert registration form or CampusGroups event link].
An optional flyer is attached. Contact [office and contact information] with questions.
What to link or attach: Make registration the main action. Attach an accessible PDF flyer or a JPG/PNG visual supplement if useful. The email can show the main action and a separate “View PDF” or “View Image” link. If adding an event to a calendar is the main action instead, provide a direct calendar-event link and label it clearly.
Example 3: HR Webinars with a Detailed Schedule
Subject: NYS Deferred Compensation webinars for [month and year]
[Eligible audience] can attend NYS Deferred Compensation webinars covering [brief list of topics]. Sessions will take place on [key dates and times, including time zone]. [State any eligibility, cost, or registration requirement.]
View the complete webinar schedule and registration instructions: [insert link to the accessible schedule or Google Doc]. [State the registration deadline, or clearly explain if deadlines vary by session.]
For questions, contact [HR contact information or appropriate provider contact].
What to link or attach: A linked Google Doc or official webpage works well for a multi-session schedule. Check audience access before submitting. If you attach a PDF schedule, keep the key dates and registration requirements in the email body as well.
Example 4: Application, Opportunity, or Survey
Subject: Apply for [opportunity] by [deadline]
[Eligible audience] may apply for [opportunity]. [One sentence describing the benefit, purpose, or commitment.] Applicants must [essential eligibility requirements].
Submit [required materials or response] by [month, day, year, time, and time zone].
Review the requirements and apply for [opportunity]: [insert application page or form link].
Contact [office and contact information] with questions.
What to link or attach: Use the application page or form as the main action. Link to longer guidelines rather than including all background in the announcement. For a survey, replace the application language with who should respond, why, the response deadline, and a direct survey link.
Example 5: Planned Service Change or Office Notice
Subject: [Service or office] change on [date]
[Service or office] will be [unavailable, relocated, or operating on revised hours] on [month, day, year] from [start time] to [end time] [time zone]. This affects [audience] and [specific services].
During this time, [alternative service or action readers should take].
View the service notice and available alternatives: [insert official notice link]. Contact [office and contact information] for assistance.
What to link or attach: Prefer an official webpage that can be kept current. For urgent disruptions or information that must reach everyone promptly, consult Communications about direct distribution instead of waiting for the daily digest.
Before You Submit
- Replace every placeholder and check all facts against the linked document or flyer.
- Keep essential dates, locations, eligibility, deadlines, and required actions in readable email text.
- Use descriptive links and test access with the intended audience in mind.
- Keep the complete submission below 750 KB, including the body, signature, images, attachments, and email encoding. Link to larger resources.
- Attach only material appropriate for publication with the campus digest. Published attachment links are hosted on the web; use a permission-controlled document link for material requiring restricted access.
- Submit through an approved sender account. Marketing can offer tips on organizing information; Communications in the President’s Office, specifically Heather Haskins, Director of Communications, manages sending permissions.
Send to student-digest@ls.plattsburgh.edu or employee-digest@ls.plattsburgh.edu, as appropriate for the audience. Follow the linked guidance below for preparation, scheduling, and approval requirements.
Related Guidance
If a summary changes a fact or omits essential information, contact helpdesk@plattsburgh.edu with the original submission, digest date, announcement title, and details of the issue. Shorter wording is intentional; inaccurate information should be reported.