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VOX Daily Guidelines

VOX Daily is a digest of news, announcements, and events sent to faculty, staff, and students. To submit, login at vox.dartmouth.edu.

VOX Daily is managed by the Office of Communications. For help, see the frequently asked questions below. For other questions or further help, email vox@dartmouth.edu.

Frequently Asked Questions

The Basics

Policies and Guidelines

Using VOX Daily

The Basics

What is VOX Daily?

VOX is an electronic news digest sent to faculty, staff, and students each weekday.  

How is this different from the official bulk email messages sent out?

Official bulk email messages involve major announcements or emergencies, sent as the need arises, with one specific message. VOX communicates daily news that is relevant to the educational process or ongoing College business. Messages must relate to Dartmouth programs, operations, or facilities. Unlike official bulk email, it is sent regularly at a preset time and may contain several messages from different senders.

When does VOX get sent?

Monday through Friday at 1 a.m. E.S.T. VOX is not sent on weekends or holidays.

Can I post my event to VOX?

Yes, but we encourage you to publicize events on the Dartmouth Events Calendar.

Policies and Guidelines

Submission Guidelines

What are the submission guidelines?

VOX is intended to communicate news relevant to the educational process or ongoing College business. In general, messages should pertain specifically to Dartmouth academic or administrative announcements or events.

Submissions must contain the submitter's name, a valid Dartmouth email address, a title that can be linked, and a summary of the event/announcement in 250 characters or less. If any of these are missing, there are misspellings, ALL CAPS is used (with exceptions for acronyms), or other grammatical errors, the submission will be declined.

Not permitted are solicitations for human research subjects; political announcements; petitions or similar items seeking support; academic course promotions; or sales or solicitations for donations to a personal cause.

Who can submit items to VOX?

Faculty and staff of Dartmouth may submit items for VOX; submissions from students, alumni, or sponsored accounts are not accepted.

What are the publication deadlines?

Items must be submitted before 4 p.m. for the following day (Friday for Monday) to be distributed to the appropriate list(s), unless a different distribution date is indicated.

You may submit an item up to 30 days in advance.

Any edits or changes must also be completed by 4 p.m. on the business day before publication, as they will need to go through the approval process again. Items submitted over weekends or holidays will not be approved until the next business day. For example, to ensure publication in a Monday issue of VOX Daily, the item must be submitted by 4 p.m. on the previous Friday. 

What groups are available?

You may send your item to all populations or select specific groups, including all undergraduates or undergraduates by year; graduate students by school; all faculty or faculty by school; all staff or staff by school.

Who approves messages?

Messages are approved by a staff member in the Office of Communications.

Can I opt out of receiving the VOX Daily digest?

No. VOX is an official Dartmouth communication and its announcements may affect your day-to-day activities and responsibilities. Receiving VOX Daily mailings is simply a requirement of having a Dartmouth.edu (Hitchcock.org, Tuck, Thayer, Geisel, or Sponsored) email address. 

Could my announcement be edited by VOX staff?

The submitter is solely responsible for the content of a message. VOX staff review messages and approve or decline them, in their entirety, based on the submission guidelines. The staff assume no editorial responsibilities.

Using VOX Daily

How do I submit a new item?

Step 1: Login to VOX using your NetID and password.

Step 2: Click the "My Submissions" link in the top navigation bar.

Step 3: Hover over the "New Submission" link and choose to either submit an event or an announcement. Selecting Announcements does not include an event date or the time/location option.

Step 4: Within the Send from/Publish Name box please remove your NetID and enter the department, organization, or person sponsoring the event and any corresponding email address.

Step 5: Send to: Select which groups should receive the posting. Specifying ALL of any group will automatically select all subgroups.

Step 6: Send On (Publish Date); your submission will be published in the next issue unless you specify a different publication date. You can submit an item up to 30 days in advance. You cannot submit an item to appear more than 1x within a week (M-F).

Step 7: In the Title area (50 character limit), if you enter a URL in the optional URL area, your title will be linked to that URL. 

Step 8: Body area (250 character limit); do not include exposed URLs in the body field or your submission will be declined. You can include hyperlinked URLs and special characters/formatting.

Step 9: Preview your posting and make any changes before submitting your news item. Note that what is displayed approximates what the reader will see, as formatting depends on the email client being used and its configuration. In other words, you will not be able to control how the message looks, only the content.

Step 10: Submit the item for approval. Once submitted, you can still view, edit, or delete it before it runs in VOX. If your item is declined for any reason you will receive a notification and an explanation. If you make an edit or correction, your item will need to go through the approval process again. This will need to be completed before the 4 p.m. deadline for your item to appear in the following day's VOX Daily.

How do I copy an existing item?

Click on either the "Published" or "All" link in the navigation bar and find the item you want to reuse. There you will have the option to "Duplicate" your old post.

How do I edit an unpublished item?

Click on either the "Approved" or "All" link in the navigation bar.

Select the submission you want to change and select the EDIT button to make any necessary changes. (the edit option is available only if the item has not already been published.) 

Preview your posting and make any further changes.

Resubmit the item for publication. Once resubmitted, you can still view, edit, or delete it (if unpublished). 

How do I delete an unpublished item?

Click on either the "All" or "Pending" link in the navigation bar.

Locate the item you wish to delete and click on the "Delete" button. 

My announcement becomes effective next week. Can I post an announcement in advance of when I want it sent?

Yes, you can post an announcement and set it to be delivered up to 30 days in the future.

Can I send a message on behalf of my department and have it come from an address other than my own?

Yes, you can enter a name and email on behalf of someone else or the department in the corresponding "Send From" field. The address must be an active Dartmouth email address. The entered name will appear in the VOX digest item and the name will be linked to the email address. 

What's the deadline for a next-day submission?

Items should be in by 4 p.m. during business days. Any edits or changes must also be completed by 4 p.m. on the business day before publication.

I would like my item to appear every day for a week. Can I do this?

No. An announcement or event may only run once per week unless a significant detail has been changed. (i.e., room change, time change, deadline altered, etc.)

I submitted an item but learned that the announcement has been delayed. What can I do to make sure this isn't mailed out to everyone?

Under the "All" or "Pending" button, locate the submission you wish to change. If it has not been published, either delete it or edit the necessary details such as the date, and resubmit the corrected version.

My item was declined. What can I do differently to make sure it's accepted?

Review the reason for the decline. The submitter will receive a notification that includes an explanation. If you have further questions after reading the email, contact vox@dartmouth.edu.

I have a flier I'd like to distribute. Can I send attachments through VOX?

Attachments are not allowed. You can instead post the flier to your website and include its URL as part of your announcement.

How do I insert an active URL or email address in my message?

Simply hyperlink the complete URL (including the https://), or email address (name@dartmouth.edu) to make them clickable links in the message. Submissions with exposed URLs will be declined.