Enrollment Services & Student Success

Main navigation

Non-Design Project Request Guide

This guide will walk you through submitting a request for non-design projects, such as communications, data, or website updates. Following these steps ensures that the Strategic Communications team receives the necessary details to complete your project efficiently.

Step 1: Access the ESSS Portal

  1. Open your web browser and go to uca.edu/esss.
  2. Click “Faculty & Staff Login” in the top right corner.
    • You’ll be redirected to the UCA Single Sign-On page to log in.

Step 2: Navigate to the Project Request Form

  1. Once logged in, you’ll see the ESSS Portal homepage.
  2. Click the “Strategic Communications Project Request” tile.

 

Step 3: Project Request Information

  • Project Name: Provide a clear and concise project name. This should describe the project purpose (e.g. Student Accounts Bill Due Email).
  • Project Type: Choose the appropriate type of project:
    • Communication: Emails, SMS, or other messaging.
    • Data & Registration: Registration, reports, or data management through Slate.
    • Website: Updates to existing pages or content.

Tip: Ensure your project name is descriptive enough to help easily identify the task.

Step 4a: Communication Requests

If you’re requesting an email, SMS, or other communication, complete the following fields:

  • Communication Type: Choose between Email, SMS, or other formats.
  • Is this a new communication?
    • Select Yes for brand-new projects.
    • Select No if it’s an update to an existing message.
  • Description: Provide a detailed summary of the project, including content, goals, and key details.
  • Call to Action: What should the recipient do? (Example: “Register now,” “Submit payment,” “Visit this link.”)
  • Where will materials be used? Check all that apply: Email, Event, Internal, Direct Mail, Social Media, or Website.
  • Audience: Identify the group the project targets (current students, faculty/staff, parents, etc.).
  • Audience Specifications: Provide any additional details about the audience, such as Slate queries or group requirements.

Example: “Send an email to students with outstanding balances, emphasizing payment plan options while keeping policy language intact.”

Step 4b: Data & Registration Requests

For data-related requests, like report generation or CRM updates, you’ll need to provide:

  • Project Type: Select Data & Registration.
  • Description: Clearly outline what data you need, including filters, reporting format, and specific deadlines.
  • Audience: Specify who the data should target, like current students, parents, or specific groups.

Example: “Generate a report of first-year students with outstanding holds, grouped by academic college.”

Step 4c: Website Requests

For website-related requests, like updating or creating a new webpage on your uca website:

  • Project Type: Select Website.
  • Description: Clearly outline what data you need, including content, links to example pages, and specific deadlines.
  • Audience: Specify who is the intended audience for the webpage content, like current students, parents, or specific groups.
  • Website Link: Make sure to include a link to the current webpage that needs updated or to your main site if it is a new page.

Example: “Please update our scholarship chart page to include the new year scholarship information (attached).”

Tip: Make sure that our team has access to your WordPress website for editing. You may need to email Mark Heffington about giving us access if we do not have editing access. 

Step 5: Project Due Date

  • Select the date you need the project completed.
  • Please account for adequate lead time to ensure quality work.

Step 7: Attachments

Upload any relevant documents, scripts, or previous communications. This ensures the team has everything needed to start. All communications must have content provided. 

Step 8: Submit the Form

  1. Review the form for accuracy.
  2. Click Submit at the bottom of the page.
  3. You’ll see a confirmation page that says “Strategic Communications Project Request Submission.”
  4. You’ll also receive an email confirmation with form details.

Step 9: Schedule a Meeting (Optional but Recommended if new project)

  1. On the confirmation page, you’ll see a “Schedule a Meeting” button.
  2. Click it to book a 15-minute Strat Comms Project Briefing.
  3. Choose an available time slot that works for you.

💡 After submission, the Strategic Communications team will review your request and follow up if they need more details. You can also contact us at stratcomms@uca.edu.