Overview

To ensure efficiency, consistency and transparency, we have created an area where all marketing processes can be found. Here you will be able to initiate marketing requests as well as check how a process should work, and the timelines involved.
All non-cohort marketing requests can be found here

If you have a query relating to task already in progress, please comment within the task in the tracker, or email the people assigned as responsible for the task.

Do not add tasks to the tracker yourself, instead use the relevant process below.

Tokens

The purpose of the token system is to help understand capacity across project marketing. It is also to increase accountability and transparency - as well as helping all SP members to working with marketing, and each other, when planning activity.
Tokens will be provided to all Project Teams when outside of a cohort. They represent 1 hour of time and are to be redeemed against tasks.
On the 1st of each month the tokens will be reset. In months where the cohort process commences, the tokens will be adjusted on a pro rata basis.
Unused tokens cannot be carried forward.
Teams can share tokens with other projects within the month.
Tokens can be used in conjunction with others for larger tasks. However, they cannot exceed the given number for that period. If the task must be completed within a month, the Project Team can discuss acquiring tokens from another project. If the larger tasks runs for more than one month, the Project Team can discuss the task with Marketing, finding a way to use tokens across the period.
Non-immediate tasks can be brought to Marketing's attention as soon as it is known, but the token will not be used until the relevant time period.
Each task will be given a cost/token value when the request is received. A timeline and responsibilities for the completion of the task will be agreed. Failure of the Project Team to meet any responsibilities assigned to them could result in forfeiture of further tokens proportional to time lost.

Case Studies - 5 Tokens

1. Check whether you can use any of the existing templates:
Form 1: For the PM – Case study template for the project manager or coordinator to complete.  
Form 2: For the Academic – Case study template for the academic to complete.
Form 3: For the SME: Generic – Case study template for the SME to complete.
Form 3A: For the SME: Start –  SMEs who have not yet began their project can complete this  Template. It will be uploaded as an interview and updated appropriately throughout their project.
Form 3B: For the SME: End – If the SME completed 3B, ensure they have 3B to share at the end of their project.  
Expert interview template – Share with any consultants used
If they can be used, download the desired form(s) and send them to the appropriate stakeholder to complete.
Each case study should have:
  • Form 1: For the PM
  • Form 2: For the Academic

This is to help cover legalities of NDAs and get more context on the case studies. We often have no idea what the product actually is without this.

If student work was involved, this template can be duplicated and put into the branding of your project. Please contact Marketing for details.
Once the relevant forms are completed complete the below form. This will trigger a notification to Marketing and the task will be added to the Marketing Tracker.
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Profiles & Interviews - 5 Tokens

1. Check whether you can use any of the existing templates:
Partner organisation – To be completed by organisations we have a formal relationhsip with.
Consultants – To be completed by consultants we wish to appear on our website and connected to a project.
Once the relevant forms are completed a notification will be sent to Marketing and the task will be added to the Marketing Tracker.

Events - 3/5 if PPC

Does this event need to be promoted outside of a cohort?
  • PC makes Zoom Event page to connect to Eventbrite
  • ACE IT or Creative Industry events will also go onto The Dots
  • ACE IT, SI and SimDH events will go onto MeetUp
  • LAFIC events can go onto Facebook and Linkedin (at request)

How to plan your promoted event

1. Compile the following information:

  • Date & Time (Including End Time)
  • Capacity 
  • Title - Keep as short as possible. No more than 5 words unless necessary
  • Learnings & Outcomes. If the subject of the webinar is very specific, you might need to explain what it is and explain why your target audience will want to come
  • Facilitator name, picture, bio & website
  • Learnings & Outcomes. If the subject of the webinar is very specific, you might need to explain what it is and explain why your target audience will want to come
  • Any special requests? E.G. include other logos, additional questions to ask in the sign up form
  • Target audience (EG Cohort or registered on Hubspot, or a specific target segment if you’re starting from scratch)
  • Confirm whether or not you’d like a waiting list 
  • List 3 key words to help us find an ideal stock image 
  • Related tag words? This is for SEO
  • Do you want this event to be promoted via PPC spend?
Once you have considered the above please complete the attached form and upload below. This will trigger a notification to Marketing and the task will be added to the Marketing Tracker.
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Other - Variable

With the above processes we don't want to prevent ideas and tasks that fall outside of what we know. We're always open to new ideas and the potential to evolve.

If you have something that you feel would be beneficial to your project or the department as a whole, please complete the attached form. This will trigger a notification to Marketing and the task will be added to the Marketing Tracker.