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CTS Email Communications Template

Fundamental laws of communications

(sourced from United Nations Development Group)

  1. Everything must speak the same message. The only way to raise your group’s voice above the cacophony of others is to sing in unison.
  2. Everything must be repeated. Communications is about persistence and repetition. Your message must be omnipresent and unavoidable. It needs to come from all directions and from a variety of sources to build urgency and attention.
  3. Everything that speaks must speak in turn. Effective communications depend on effective orchestration. Coordinating and prioritizing messages and messengers brings the power of a symphony to what would otherwise be a collection of people playing different instruments.
  4. The message is everything, everything is the message. Effective communications depend on an effective message. The message dictates how you communicate and how you orchestrate. The message is the mantra.’

All CTS communication needs to be drafted using the template below

INFORMATION REQUIRED TO BE COMPLETED BY SECTION MANAGER/REP
Subject Of Email ITS Access Application
Audience (Staff / Students / Both) Staff
Description Awareness for Online ITS Access Application system
Information Purposes Only / User Response And Interaction Required Information purposes only
If User Response And Interaction Required – Please Provide Links To Website/Contact Person  
Post Content On Heat Knowledge Base / CTS Website (Y/N) Specify If Y Y – CTS Website
Banner To Be Used: (e.g. CTS Notice, CTS Urgent Notice, CTS Cybersecurity CTS Notice
Body Of Email (Content) Dear Colleagues,

ITS Access Application is going online from 01 April 2021. ITS online access application system is a module within ITS iEnabler which will be used to apply for and approve access to ITS Menus and Options. The system will be rolled out in phases. This phase of the system rollout will allow existing ITS users to apply for access to new menus/options and apply for amendment of existing access, e.g. View to Update and vice versa.

Kindly take note of the following important information with regards to using this phase of online access application system:
  • Only existing ITS users, i.e., user with an ITS profile may use the system.
  • The system may not be used to revoke/remove access.
  • Copy Access function will no longer be applicable, a user requesting same access as another user will be provided with a list of access to apply for.
  • Application for new ITS account will remain manual
  • Application to reinstate dormant accounts (accounts that have been inactive for 90 days and more) will remain manual
Signature BAS

SAMPLE:

INFORMATION REQUIRED TO BE COMPLETED BY SECTION MANAGER/REP
Subject Of Email Digitisation of Signing and E-Stamps Webinar
Audience (Staff / Students / Both) STAFF
Description Training on Adobe digital signing and digitisation of Arc stamps
Information Purposes Only / User Response And Interaction Required User Interaction Required
If User Response And Interaction Required – Please Provide Links To Website/Contact Person User to register via the following link: Specify link OR User Response Required: Specify contact person within CTS
Post Content On Heat Knowledge Base / CTS Website (Y/N) Specify If Y Y (both Knowledge Base and Website) Please attach document (e.g. pamphlet, etc.) if different from Email
Banner to Be Used:
  1. CTS Notice
  2. CTS Urgent Notice
  3. CTS Cybersecurity
CTS NOTICE
Body Of Email (Content) Dear Colleagues

This is the content / body of the email, including links, if any, and any other info.

Please Note: Communication will be sent ‘as is’ to the CPUT community. Only grammar, format and spelling will be reviewed.
SIGNATURE End User Computing

 

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