Procedures

Producers:

1. Research topic and write briefing paper (Teleprompter script, background information and questions). Questions should be listed on a separate sheet of paper.
2. Turn in Script for editing
3. Coordinate the Chancellor’s schedule with the guests and KAMU staff
4. Lead the taping (bring a printout of the questions to the taping, just in case)
5. Find images, if any, for the episode and ship to KAMU
6. With rough cut, make suggestions to KAMU for edits, and suggestions to CHAD for highlights for the promo video.
7. Write the Texas Tribune Sponsored Content (follow TT cheat sheet)
8. Turn In Sponsored Content for editing, along with link to promo video & photo, and a show link that TT will swap out at 7 p.m. Thursday
9. Write a press release for the episode with a show link where the show will be posted
10. Write a CCC note with a show link where the show will be posted
11. Turn in all edited materials to social media by COB Friday before the episode runs on the next Thursday
12. Distribute the press release

Videographer:

1. Assemble a promo video and share promo link with producer, social media and Glenn
2. Send the show link to the Texas Tribune

Web Master:

1. Post the show privately and share show link with producer and social media
2. Distribute CCC newsletter and Big List
3. Post press release on website
4. On Thursday make the show public on YouTube

Social Media:

1. Create social messages with promo video and where to view the show (show link)
2. Coordinate social messages with Association of Former Students, Texas A&M Foundation, and the flagship MarCOMM who have agreed to amplify our social media

Our Distribution Schedule

Turn in All Elements to Texas Tribune No Later Than Friday

• Tuesday: Begin social media
• Wednesday: Distribute Press Release with promo video and show link where episode can be viewed
• Thursday: Show Link Goes Live. Distribute CCC Note & Big List with show link where episode can be viewed

Make sure that you are receiving Cision emails with the clips at 5 am, 3 pm and 8:30 pm.

Subscribe to websites:

1. The Chronicle of Higher Education Academe Today
   1. http://chronicle.com/
      Upper right side Sign up Now
2. Houston Chronicle Today’s Texas Take
   1. http://www.houstonchronicle.com/politics/texas-take/
      Sections – Local – Texas Take – Upper right side Subscribe
3. The Texas Tribune The Brief, Breaking News, Trib+Edu
   1. https://www.texastribune.org/subscribe/
   2. Very bottom of page right side – Newsletter Signup
   3. Subscribe to Breaking News, The Brief, and Trib+Edu
4. Business Journals: Austin, Houston, Dallas, San Antonio
   1. http://www.bizjournals.com/bizjournals/newsletter/
   2. Menu – Resources – Newsletters
   3. Subscribe to the Afternoon Edition and any other ones you would like
   4. Add Cities: Austin, Dallas, Houston, San Antonio
5. The Eagle
   1. http://www.theeagle.com/
   2. Scroll down the page towards the Photo Galleries and it is on the right
6. Texas Lawyer
   1. http://www.texaslawyer.com/
   2. Right side of the screen
7. Strategic Partnerships Government Contracting Pipeline, Government Insider
   1. http://www.spartnerships.com/publications/
   2. Red button – check both email lists (Government Contracting Pipeline and Texas Government Insider)
8. Bloomberg
   1. http://www.bloomberg.com/
   2. Right side of the screen
9. San Antonio Express-News
   1. http://www.mysanantonio.com/newsletters/
   2. From main page – scroll down some – on right side – click the words Sign Up for Newsletters
   3. On Newsletters page – check Daily headlines and Breaking News
10. Austin American-Statesman
    1. http://www.statesman.com/marketing/newsletters/
    2. Subscribe for Breaking News and Morning Headlines (and whatever others you would like)
11. Corpus Christi Caller-Times
    1. http://www.caller.com/
    2. Right side of screen

1. Log in
2. Go to Campaigns
3. Click My Activities > Email > Create New
4. Name it/Date It
5. Under Sender information…
6. Type “The Texas A&M University System” under name
7. Type no-reply@tamus.edu under email.
8. Enter Media Contacts (Individuals) (Usually this will be System – Basic List TAMUS)
9. Enter Media Outlets (Organizations) (Usually this will be *System – Basic Outlets)
10. Select Custom Template  choose “TAMUS PR Header”
11. In “Design your Email”…
12. Copy Headline into Subject Line.  (There’s 100-character limit)
13. Copy Text into body
14. Schedule release…
15. Choose Now or Schedule
16. Important: ClickSend Preview
17. For changes, click Edit

Pre-Send Procedure

1. Go through Cision reports and pick the articles that need to be sent to the Chancellor.
2. Check these websites EVERY day.
   1. The Texas Tribune Higher Education – https://www.texastribune.org/education/higher-education/
   2. The Texas Tribune #Harvey – https://www.texastribune.org/series/in-harveys-wake/
   3. The Eagle – http://www.theeagle.com/; http://www.myaggienation.com/am_news/;

http://www.theeagle.com/aggie_sports/ – check all three pages

1. The Battalion – http://www.thebatt.com/ – Check the main page
2. The Chronicle of Higher Education – http://chronicle.com/
3. Rio Grande Guardian – http://riograndeguardian.com/ – Check the main page then hover over Education at the top and click Higher Ed
4. Amarillo Globe-News – http://amarillo.com/
5. If you don’t get the Quorum Report email then visit the website – http://quorumreport.com/ – go to NEWSCLIPS

3. Check these subscriptions in your inbox (if applicable).
   1. The Chronicle of Higher Education Academe Today
   2. Houston Chronicle Today’s Texas Take
   3. The Texas Tribune The Brief
   4. Business Journals: Austin, Houston, Dallas, San Antonio
   5. The Eagle
   6. Texas Lawyer
   7. Strategic Partnerships Government Contracting Pipeline, Government Insider
   8. Bloomberg
   9. San Antonio Express-News
   10. Austin American-Statesman
   11. Corpus Christi Caller-Times
   12. Quorum Report

Recommended way to do clips

1. Go through all the clips (Cision, websites, subscriptions) before going to bed.
2. Wake up around 5-5:30 am and go through Cision and subscription emails that came in while you were asleep and revisit the websites.  Send what you have ready to Laylan at 6:30 am. Text Laylan after you send him the report to let him know you sent it.
3. Laylan sends an approval message around 6:40 am. Begin to send to just the Chancellor and then the Board of Regents at 6:45 am.  Send each article in an individual email.
4. After the Chancellor and Board of Regents have been sent to, send the notepad compilation to AMS-Daily-News-Clips@lists.tamu.edu in one email. Make sure the sources and headlines are bold. The subject line should be Daily News Clips.

Timeline

1. Have a list ready to send to Laylan (approver) by 6:30 am. (1 hour later on the weekends and holidays)

Last Updated: 3/25/2020

• BOR News
• Chancellor/System News
• Hot News/Rankings (News that is a big deal at this very moment…A&M related only unless told otherwise ex. Hurricane Harvey, Campus Carry, Big Announcements)
• TAMU News
• Agencies News
• Other System Campuses News
• Higher Education/UT/Misc News
• TAMU Sports News (Football always first, Baseball/Basketball – whoever is in season, whatever sport has the best news next, always put mens sports then womens – ex. Baseball, softball, men’s tennis, women’s tennis)
• Other Campuses Sports News (Put all sports for each campus together)