OLLI ENews

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Presentation for the National Conference Osher
Lifelong Learning Institutes October 13,
2009 Thom Clement, Executive Director OLLI _at_
George Mason University
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About OLLI E-News

• An E-mail newsletter over 90 of our members
  have email access.
• In HTML format (Colors, images, clickable links
  to supplemental content

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About OLLI E-News

• Basic content is fully included in the issue
  emailed to each member
• Distributed by OLLI staff each Friday morning
  (unless the office closed for a holiday or break)
  47-48 weeks per year

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About OLLI E-News

• Also posted online within our website
• Some PDF copies are printed for classrooms during
  terms

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OLLI E-News print edition
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Content of the Newsletter

• Alerts, Articles, Regular Columns, Photos
• Weekly article by the Executive Director
• Informational notices
• Highlights of the monthly meetings of the Board
  of Directors

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Content of the Newsletter

• Other articles and notices are submitted by
  members (some unsolicited others suggested)
• Committee chairs, resource group chairs
• Club coordinators
• Regular members, some of who are staff writers

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Content of the Newsletter

• Article contributors get a byline and their
  thumbnail photo published
• There is rarely any management or executive
  review prior to publication

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Genesis of the OLLI E-News

• PRIOR SITUATION
• A weekly printed newsletter was published only
  when classes were in session (26 weeks a year)
  content was not current due to the long
  deadlines.
• Office frequently sent emails to the membership
  about individual items, annoying some members.
• Thus, the need for a consolidated, frequent,
  year-round email newsletter containing current
  information

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Genesis of the OLLI E-News

• OLLI E-News was created four years ago by a
  longtime member (and former OLLI-Mason webmaster)
  who recognized the need and the appeal of HTML
  over plain text.
• After the editor develop the format and
  techniques, he and the committee chair decided to
  just do it No executive or Board approval was
  requested.
• Free software was chosen for HTML editing

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Weekly Process

• Contributors email articles to the editor
  deadline is 7 pm each Wednesday for that Fridays
  issue
• Editor chooses and assembles content into the
  standard format, posts photos to the web site,
  edits draft issue
• Editor emails edited, formatted articles to
  contributors for their review and approval

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Weekly Process

• Wednesday evening Editor emails draft issue to
  a small review team that includes a proofreader,
  the communications chair, and the deputy editor
  (who is also the current OLLI-Mason webmaster).
• Editor finalizes issue Thursday
  afternoon/evening, incorporating breaking news
  when applicable, then
• Prepares and posts the online version onto the
  OLLI-Mason website
• Prepares the print version (pdf) and emails it to
  the Mason Print Shop
• Submits the email version to the OLLI staff for
  distribution via the Member Portal database

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Options for Email newsletters

• Easiest Option Non HTML
• No Cost HTML Option Do-It-Yourself like our
  OLLI E News
• Cost option Pay a service such as CONSTANT
  CONTACT, INC. to do some of the tasks for you
• They provide customizable newsletter templates
• No HTML experience/knowledge required
• The service emails the newsletter for you
• You stil have to create, edit, and format the
  content using the selected design template

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OLLI National Resource Center Newsletter
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Requirements for Do-It-Yourself HTML Newsletters

• Two or more member-volunteers with HTML knowledge
  always have at least one back-up editor
• Continued willingness of the editor to devote
  many hours per week

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Requirements for Do-It-Yourself HTML Newsletters

• Cooperation and contributions of the Board
  members, committee chairs, other members and the
  staff
• Access by the editor(s) to your OLLIs website
  instant web posting capability is essential

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An Interactive Web Site

• Quick Links
• E-NewsOLLI CalendarWhat's NewMemberDirectoryCo
  ntactsVolunteerFormsRegisterMember
  PortalCatalogPublicationsMapsInvestmentForumO
  PCUGDocStoreSearch

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OLLI at George Mason website
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Good luck!
If you have further questions or need guidance,
please contact Thom Clement, Executive
Director OLLI _at_ George Mason University tclemen5_at_g
mu.edu