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University Name Change: Next Steps for Augsburg Community

Effective September 1, 2017, Augsburg will become known as “Augsburg University.” This historic name change was adopted last spring when the Augsburg Corporation, our governing body of representatives of four synods of the Evangelical Lutheran Church of America, adopted a resolution to change our name.

For our community, this change is exciting because it reflects our reality, reputation, and our promise. But, as with any change, this one brings with it a range of work that has been underway for the past 18 months and is at the point where it requires all members of our community to pitch in as we work to update legal documents, public-facing information, and on-campus references to our name.

What follows is information meant to help our community—faculty and academic departments, staff and administrative departments—better understand what role each of us must play to ensure that our new name is implemented and adopted by September 5 when classes resume for the fall term.

Faculty and Academic Departments, Staff and Administrative Departments

Key Dates: Staff from MarComm have been working during the past 18 months to prepare for the Augsburg name change approved by the Board of Regents and Augsburg Corporation. The Project Implementation timeline, which provides an overview of key task areas and work underway, is available in the Timeline section of this site.

Physical Items

Beginning in mid- to late-May, the Augsburg community will see physical changes start to take place across campus. As of this writing, the Si Melby gymnasium floor is in the process of being refinished and should be complete by early June. We’ve also started the process of updating some of our other most visible, externally facing items—many of which require extensive permitting and involvement from local administrative agencies.

Over the course of the summer, the planning team will be working with the proper agencies to get the necessary approvals and permits with the goal of beginning the installation of the updated monument signs by early June. The update to the top of Mortensen will likely begin mid-summer (provided that permitting proceeds as planned). We will post updates on these projects as they become available.

Inventory of Items

A comprehensive inventory of items requiring updates has been created and can be found in the Name Change Inventory Database. The MarComm team met with administrative departments, the Faculty chairs and student organizations to identify items that should be included.

We recognize that this list likely is missing items—especially those that are internal to your department such as internal forms, course syllabi, etc. We encourage you to think through within your departments about what documents, forms, Qualtrics surveys, Google forms, applications, policies, etc., might exist that you’ll need to update prior to the start of fall term and to allocate time later this summer to make the necessary changes.

Checklist

Review your checklist, if provided. Most administrative departments will receive a list of items associated with their department that will list all known, physical references to “Augsburg College” by late May/early June. If we met with you during the inventory gathering phase, you will definitely receive a checklist. If not, you will only receive one if a number of items were identified for your area.

The list will break down those items/places that the Augsburg University Project team will coordinate the name update and those places the department will be expected to update the name. If you need assistance from the marketing team to make changes to items your department is expected to manage, please submit a project request form at inside.augsburg.edu/marketing, and we will prioritize the request along with the other name change items the department is managing. In some cases, items not in the top two tiers may have to be deferred until those first tiers are completed.

This list will not include references to Augsburg College on department websites, faculty websites, blogs, or Inside Augsburg pages. See more information about websites and blogs noted below.

Ordering Items

We understand that a number of groups may need to order items for their own departments over the course of the summer to have them in time for the start of the fall semester. You are permitted to order items now—we just ask that you not begin distributing those items until students return in the fall unless otherwise approved.

Departments that need to order materials during the summer for upcoming fall events and/or stock should speak to Augsburg Director of Marketing, Stephen Jendraszak (jendra@augsburg.edu). MarComm staff will review requests and, if approved, work directly with your vendor to supply graphics for your projects.

Access to Graphics

Updated graphics will be available for download by members of the campus community to use in updating documents on August 1, 2017. Graphics, and guidelines for their use, will be available through the MarComm area of Inside Augsburg. Further information will be distributed to campus once those images are available.

Managing Your Department Websites and/or Blogs

Many departments have a web presence either on the .edu site, an Inside Augsburg site or through various blogs or social media.  We ask that you allocate time between August 28-September 5, 2017, to make updates to those that your department is required to update. Here is a reference for you to identify which sites you’ll be asked to make appropriate updates and which the Transition Team will be managing:

Department Websites (.edu sites): Do nothing. Augsburg staff from the Marketing and Communications department will manage all name changes on all pages associated with the Augsburg website, augsburg.edu.

Faculty Websites: Do nothing. Augsburg staff from the Marketing and Communications department will manage all name changes on all pages associated with the Augsburg website, augsburg.edu.

Engage Blog: Update your Engage blog. If you operate a department or individual blog on engage.augsburg.edu, you are responsible for ensuring that all references to “Augsburg College” are updated to “Augsburg University” (or “Augsburg”) between August 28 and September 5, 2017, unless otherwise approved.

Inside Augsburg: Update your Inside Augsburg pages. If you operate an academic or administrative department, or individual page, on inside.augsburg.edu, you are responsible for ensuring that all references to “Augsburg College” are updated to “Augsburg University” (or “Augsburg”) between August 28 and September 5, 2017, unless otherwise approved. The majority of inside.augsburg.edu areas are operated by administrative departments.

Examples of departments with pages on inside.augsburg.edu include:

Updating Your Social Media Accounts

Update all official social media accounts. If you operate social media accounts for official, Augsburg purposes, please update them to reflect Augsburg’s new name between August 28 and September 5, unless otherwise approved or necessary.  Accounts to check include Facebook, Instagram, Twitter, LinkedIn, and any other accounts used to conduct official Augsburg business.

In addition to updating accounts, please contact your LFC—in accordance with the employee handbook—to share with the LFC the username, password, and email associated with the account(s). This is an important security measure for departments, faculty, and staff. More information is available in the News and Media section of augsburg.edu/news.

Some social media services make it easier to change an account name than others. Staff of Marketing and Communications and University Events have scheduled a series of hands-on sessions during summer to answer questions and help the community transition social media accounts. If you would like help with transitioning your social media sites, we encourage you to attend a help session (dates and times noted at the end of this message).

Don’t Forget Your Voicemail, Email, Business Cards, Social Media

There are a number of items that everyone on campus may need to update or adjust in the coming months. These items will be listed on each of the Departmental Checklists—but, are also noted here as individuals begin to think about updates that are necessary within their day to day work activities:

Voicemail: Be sure to change your Augsburg voicemail on September 1, 2017, to reflect the name change.

Email & Out of Office Indicators: Please change the signature on your email to reflect “Augsburg University” effective September 1, 2017.

To make this change, open your Google email account and click on the gear wheel on the far right of the page, underneath your profile photo, and then go to “Settings.” Scroll down to the portion that says “Signature” and update your file. Do the same for your “Out of Office” email message. Be sure to “save” changes.

If you have difficulties or questions, contact your LFC.

Business Cards and Name Badges: Many University personnel will need to order updated business cards, letterhead, envelopes and nametags for use in their day to day business activities. Due to the intermittent and variable needs by department, each department will identify with their respective vice president the total number of each item needed and identify the funding source for those items.

Order websites for these items will be available for departmental ordering beginning mid-late Summer. Further communications will be sent when the sites are available. The first delivery of new business cards, name badges, and stationery will arrive on campus before Sept. 5. We ask that all employees discontinue using Augsburg College material with any external audience on September 5, 2017.

Personal Social Media Sites/References: As an employee of Augsburg, you may have Augsburg College listed as your employer or as an affiliation you have. We encourage you to take a few moments on or after September 1, 2017, to go in and update your information on your sites, as appropriate.

Help Sessions are Scheduled this Summer

If you have questions about the transition of anything in your department, need further clarification, would like assistance with a social media or web update, or want input about making a name change for an item in your department, we encourage you to stop by one of our help sessions:

  • June 15, 2017 at 1 p.m.—OGC 100
  • July 11, 2017 at 2 p.m.—OGC 100
  • August 2, 2017 at 1 p.m.—OGC 100
  • August 23, 2017 at 1 p.m.—OGC 100

If you’re unable to attend during one of those times or would be prefer to schedule an individual meeting to review your items, you may also contact:

Still Have Questions?

Timing, Project Plans, General Questions

Jodi Collen

612.330.1107

collen@augsburg.edu

 

Graphics, Website or Brand Messaging

Stephen Jendraszak

612.330.1182

jendra@augsburg.edu

 

Social Media or General Communications Info

Stephanie Weiss

612.330.1476

weisss@augsburg.edu