UQ Update – FAQs

Why has UQ Update changed?

  • This new version has been designed to meet the changing needs of our complex organisation, and reflects best practice for web design and user experience.
  • It has launched as part of a suite of updates to staff sites, a major project that ITS has been working on, which includes Current Staff and Professional Services.

Where can I find the new UQ Update?

I’m finding the site difficult to use.

  • As this is a new format, we are aware that there may be some initial technical and user issues to address.
  • Please let us know how we can help you to use the new site – contact us via update@uq.edu.au with any questions; we are happy to help.

How do I use UQ Update now?

  • For readers:
    • On Monday afternoons, you will still receive a UQ Update email – rather than listing every item, the new email will contain a brief summary of the week’s main headlines, which will prompt you to check the website for more detail. 
    • As content on UQ Update will now be updated daily, we suggest you bookmark the site and check in regularly so you don’t miss out on news as it’s announced.
  • For people submitting items:
    • You will now only submit a headline and lead-in sentence that links to a website of your choosing – this is in keeping with the ‘bulletin board’ style of UQ Update, and helps avoid duplication and reduce errors and misinformation. It should also reduce the amount of time and effort required to submit an item.
    • If you have the old submission form bookmarked, please update your links to the new form.
    • Once you submit an item, it will be added to UQ Update by the next evening.
    • Events, workshops and development opportunities will run until the event date unless otherwise requested.
    • Other items will run for four weeks unless otherwise requested and agreed.

Will the old Update site still be active?

  • No. The current site, uq.edu.au/update, now redirects to the new site: https://staff.uq.edu.au/update.
  • We suggest you update all of your bookmarks and saved links to the new site.

How will I know what’s new on the site?

  • New items are automatically added to the top of each section, so the most recent additions will sit at the top of each section in the sorter panel.
  • New items will be added daily, though lead items will not necessarily change each day.
  • New items are not tagged with any visible tag that they are new.  

Who is managing UQ Update now?

  • UQ Update is managed by the Office of Marketing and Communications.
  • You can contact the team by emailing update@uq.edu.au.

Who can I contact to discuss issues about UQ Update?

  • Contact update@uq.edu.au if you experience any issues or have questions about how to use or advertise through UQ Update.

Who is UQ Update for? Who receives the e-newsletter? Can I request to be added to the mailing list?

  • UQ Update is intended to be a bulletin-board-style announcements and news page for UQ staff.
  • It is not directly intended for students or the wider community, though they can access it.
  • Only UQ staff and staff from selected UQ-affiliate organisations (such as UQ Sport, UQ Colleges and UniQuest) receive the weekly e-newsletter.
  • Staff from UQ-affiliated organisations and subsidiaries can be added to the mailing list by request; email update@uq.edu.au.
  • UQ Students and non-UQ staff cannot be added to the mailing list.

How many people receive UQ Update?

  • The new site is not sent out to staff, so only those who click through from the weekly e-newsletter or who proactively visit the site see every item.
  • The weekly e-newsletter is sent to between 21,000 and 28,000 recipients each Monday afternoon.

How many people read the old e-newsletter version of UQ Update?

  • The previous, longer-form version of UQ Update was sent to between 21,000 and 28,000 recipients.
  • Of these, around 3000–7000 opened the e-newsletter, though this does not guarantee that they read every item (or any items), only that they opened the email.
  • Only a few hundred readers each week clicked through to item links.

How do I submit to the new site?

  • There is a new submission form, so please update your bookmarks.
  • You will now only submit a headline and lead-in sentence that links to a website of your choosing – this is in keeping with the ‘bulletin board’ style of UQ Update, and helps avoid duplication and reduce errors and misinformation.
  • It should also reduce the amount of time and effort required to submit an item.
  • Items you submit will appear on the site within two working days at the latest (usually within one working day), unless you specify a later publishing date.

Who can submit to UQ Update? What’s an appropriate/non-appropriate subject for a UQ Update item?

  • Anyone with information that is relevant to UQ staff can submit an item to UQ Update.
  • Items must either have a direct connection with UQ-related activities, or directly involve a UQ staff member in their capacity as a staff member.
  • For example, it is not appropriate for a UQ staff member to submit an advertisement for their local sporting club’s barbecue, or for UQ teams to advertise their charity (i.e. Shave for a cure, Movember) team page.
  • For example, it is appropriate to submit information about a non-UQ conference that features a UQ researcher as a speaker on a topic in their discipline.

How long will submissions run for?

  • Events, workshops and development opportunities will run until the event date unless otherwise requested.
  • Other items will run for four weeks unless otherwise requested and agreed.

What are the new word limits? Why are the word limits so short now? Why has the submission form changed?

  • UQ Update used to allow up to 100 words for each item.
  • Word limits are now much shorter – 25–50 words for lead and news items, and 25–30 words for all other items.
  • This is in keeping with the ‘bulletin board’ style of UQ Update – the new site is designed to help readers quickly scan information and decide whether it is relevant to them before they click through.
  • By reducing the word count, we also reduce duplication, introduced errors and potential misinformation.
  • The reduced word count should also reduce the amount of time and effort required to submit an item.
  • The submission form has therefore been updated to reflect these changes to what information is required for an item now.

What if I don’t have a website to link to?

  • Wherever possible, you should link to existing website content for your item.
  • Certain items, like volunteer submissions, will not need to link to a website. For these, we can add an email address to an appropriate contact as the link.

What if I need to make a longer announcement on UQ Update?

  • We do have limited capacity to add articles to the UQ Update site, but this will only be done in circumstances where it is absolutely necessary.
  • Contact update@uq.edu.au to discuss if you feel this is required.

Can I submit in advance to publish later? How long will items run for?

  • Yes. If you specify your preferred publishing date in the comments on your form, we will schedule the item to appear on the date you advise us.
  • Events, workshops and development opportunities will run until the event date unless otherwise requested.
  • Other items will run for four weeks unless otherwise requested and agreed.

Do all posts need an image?

  • No, only lead stories and news items will have an image assigned to them.
  • You can either provide us with an image, or we can assign a generic one to your item for you.
  • If you are submitting an image, the minimal recommeded image dimensions is 640px X 640px.
  • If you do not submit an image for a news item, we will not seek your approval before assigning a generic one.

Can I add an image to my item?

  • Only lead stories and news items will have an image assigned to them.
  • You can either provide us with an image, or we can assign a generic one to your item for you.
  • If you are submitting an image, the minimal recommeded image dimensions is 640px X 640px.
  • If you do not submit an image for a news item, we will not seek your approval before assigning a generic one.

Can I add a video to an item?

  • UQ Update does not allow videos in the site itself, only images for lead and news items.
  • However, we can link your item through to a video on a different site (i.e. on YouTube, Vimeo, etc) if that is your preference.

Are there restrictions on images? Are there technical specifications for images? What’s an appropriate image?

  • Images will be reviewed to ensure they are appropriate for the site and relate to your content.  
  • Our preferred format for images is .jpeg or .png, under 1MB, and landscape (horizontal) format.
  • You can use an online image compressor if you are unsure of how to compress an image.

Will my submission be edited for the site or the e-newsletter?

  • Submissions may be slightly edited for length, accuracy, and style before they are published on the site.
  • We will not seek approval for changes before uploading.
  • You can request changes to a published item by emailing update@uq.edu.au.
  • The e-newsletter that is sent on Mondays will be compiled from a selection of lead stories from the week prior.
  • Space on the e-newsletter is limited, so if your item is selected, it may be edited to fit the template. You will not be consulted to approve any changes to this text.

How should I write my headline and item content?

  • Headlines should ideally not be longer than 30 characters, to avoid them breaking over two lines.
  • If your headline is too long, we will edit it to be consistent with other items. We will not seek your approval for this.
  • The information you supply for the item should be informative and direct. It should not exceed 50 words for a news item, or 30 words for any other item.
  • Remember that many readers will not be familiar with what you are writing about, so aim to clearly and succinctly explain the key information about your item (who, what, when, where, why, how as applicable), and include a clear call to action for the reader.
  • If you are writing about an event, you can include information about the venue and times, but this level of detail is not necessary. We recommend you do not include details that may change, to avoid confusion in duplicated information.

What is a call to action?

  • A call to action is a clearly written direction to a reader to do something. Any well-written notice should end with a call to action.
  • Examples of calls to action: ‘Click to view more’, ‘Visit the website to register’, ‘Email me@me.com for more info’, etc.
  • We may rewrite your item slightly to make your call to action stronger if necessary.

Can I link to non-UQ sites?

  • Yes, as long as they are relevant to UQ staff and the item you are posting about.

When should I submit/is there still a Thursday deadline for submissions?

  • You can send through submissions at any time.
  • Once you submit an item, it will be added to UQ Update by the next evening.
  • Items that are live on the site on Monday morning will be considered for inclusion in the weekly summary e-newsletter – this mean you need to submit by Friday afternoon to be considered.

Will I be able to access my items after they are removed from the site? Will items be archived?

  • No. Items that are removed will not be saved or archived, and can no longer be accessed via the site or any search engines after they are removed.

Do I need to use my UQ email as the contact email address?

  • Preferably yes, but this is not required if you check another email more frequently, or are a student/adjunct staff member without a staff email address.
  • Using a UQ email address will add legitimacy to your entry.

How do you choose items for the e-newsletter? Can I request to be included?

  • The e-newsletter that is sent on Mondays will be compiled from a selection of lead stories from the week prior.
  • Items will be selected at the Update team’s discretion, though you can request to be added to the e-newsletter in the comments on the submission form.
  • Please note that requesting to be included does not guarantee that your item will be included.
  • Space on the e-newsletter is limited, so if your item is selected, it may be edited to fit the template. You will not be consulted to approve any changes to this text.

Can I make changes to my item after it is submitted?