Newsletters

NIHR newsletters

The information on this page relates to the six corporate NIHR bulletins.

There is a sign-up form on the NIHR website for all newsletters (except Be Part of Research, which has a separate sign up form).

Recent editions can be found in the NIHR shared MailChimp archive.

News and Research

• Audience: General public, patients. Some researchers and healthcare professionals also sign up but they aren't the primary audience

• Frequency: Monthly (last Thursday of the month)

• Content examples: Content should be suitable for a public audience. eg:

  • research news

  • NIHR corporate news

  • events

  • blogs and podcasts

  • impact case studies

  • Evidence Alerts and Collections

Evidence

• Audience: All evidence users, including public, patients/service users/carers, clinicians/practitioners, researchers, commissioners, policy makers and planners and managers of health, public health and social care services, organisations that represent and/or advocate for these types of people

• Frequency: Monthly

• Content examples: 

  • Evidence Alerts - summaries of single NIHR research studies

  • Evidence Collections - summaries of several NIHR research studies within a specific theme or health and care topic 

  • Webinars and other events

  • Podcasts

Funding alerts

• Audience: Researchers, healthcare professionals, social care workforce

• Frequency: Weekly (Friday mornings) if new funding opportunities have opened within the last week 

• Content examples: programme, title and link to funding opportunities that have opened in the last week

Funding and Support

• Audience: Researchers, healthcare professionals, social care workforce

• Frequency: Monthly (first Thursday of the month)

• Content examples: Content should focus on funding opportunities and other areas where NIHR offers research or career support. eg:

  • new funding calls

  • NIHR Academy awards and support

  • research Excellence Awards

  • tips and advice for obtaining funding

  • information about NIHR support through functions like CRN and RDS

  • learning resources

 Be Part of Research

• Audience: Patients, carers, service users and members of the public who have an interest in being part of research

• Frequency: Every two months 

• Content examples: Content should focus on or have a relevance to, participation and  involvement in research. There should be a clear call to action and reason for them to read. eg:

  • case studies and person-centred stories;

  • opportunities to get involved in research - signposting to Be Part of Research and People in Research;

  • blogs, podcasts, videos and interesting articles on research,

  • learning resources, events and courses;

  • news and information relating to NIHR's participation and involvement agenda

Life Sciences Industry

• Audience: Small / medium enterprises, life sciences industry

• Frequency: Monthly 

• Content examples: Content should focus on relevant funding and support for the life sciences sector. eg:

  • funding calls open to SMEs / industry

  • relevant news / events

  • case studies

  • new opportunities for support

Global Health

• Audience: Global health research award holders, applicants, UK global stakeholders and those in low and middle income countries, networks and influencers

• Frequency: Monthly

• Content examples:

  • news on NIHR Global Health initiative

  • resources

  • funding calls

  • partnership opportunities

  • significant research news / findings

  • publications

  • case studies

  • events (including those run by our partners)

  • other content that fosters a sense of NIHR Global Health Research community

Newsletter editors and their responsibilities

Newsletter editors have overall responsibility to ensure that the mailing lists for each newsletter are used appropriately and in accordance with the planned activity schedule. Editors are responsible for ensuring that content is pulled together through agreed existing mechanisms, notifying coordinating centre communications teams of content deadlines in advance of each issue, testing emails, seeking approvals, and ensuring communications go out on time.

Responsibilities

• Update and follow publishing schedule, ensuring no clashes, bombardment, or inappropriate use of data.

• Maintain the content exchange spreadsheet for planning the schedule and content for each newsletter. Ensure that the relevant tab/worksheet for each newsletter is populated and updated with: frequency of newsletter, content deadline and publication dates (for the next issue).

• For each issue, notify coordinating centre (CC) communication colleagues of the content deadline and publication date by email, ideally 1-2 weeks before the content deadline. Any nominated CC communications leads will then be responsible for notifying their teams to invite content submissions through the content exchange.

• Create the newsletter based on the content exchange as well as content that has performed well on equivalent social media channels that month.

• Liaise with colleagues on prioritising content, and any scheduling issues that may arise.

• Ensure email communications go out to the correct list segment.

• Ensure that RSS feeds (funding alerts) are properly set up and working.

• Filing (ensure drafts are saved and images are tagged).

• Ensure quality checks - proofreading, checking links and attention to detail.

• Coordinate approval for any new content or announcements as required.

• Ensure the email is on-brand and follows good practice.

• Carry out A/B tests to optimise response.

• Escalate any issues via the social media group and notify other editors, liaising as necessary if delays mean that two newsletters could potentially be sent at the same time.

• Ensure that newsletters are promptly tweeted through appropriate NIHR Twitter channels.

•  Capture metrics and top performing post on social media group's current metrics dashboard.

• Newsletter editors attend quarterly meetings to discuss metrics and share best practice.

• Oversee newsletters inbox (newsletters@nihr.ac.uk) which is used to send all corporate newsletters excluding Be Part of Research.

Newsletter editors

NIHR Funding Alerts

• Joanna Fraser is editor.

NIHR News and Research

• Myesha Chowdhury is editor.

NIHR Evidence

• Lauren Hoskin is editor.

NIHR Funding and Support

• Jodie Richardson is editor.

Be Part of Research

• Sarah Wharton, Michelle Ferguson are editors.

NIHR Life Science Industry

• Godwin Ekoriko is editor.

NIHR Global Health

• Godwin Ekoriko is editor.

Content and schedule

Content

• The content exchange spreadsheet is used to gather content from different CCs and provides information on scheduling.

• Content is mainly driven and sourced through existing processes and, with the exception of some life-science/industry content, is largely already in the public domain.

• Editors and comms staff must use the content exchange to add pre-approved email-ready content. Content should be submitted at the earliest opportunity and prior to the content deadlines. Content submitted after the deadline will be included in that issue at the editor's discretion. Images should be supplied to contributors in the content exchange.

• Images can be imported and shared in the Mailchimp account. Images should be labelled to avoid duplication, overuse, and mitigate any legal implications.

• There are specific standard signposting items in each newsletter that shouldn’t be removed except in special circumstances. Content for some of these sections might be auto-generated using Mailchimp html code.

• Comms staff across the NIHR ensure that lines of communication are open both internally, and cross-NIHR, to maximise opportunities in a timely way and input to email communications.

• Where there are conflicting priorities, content may be taken out or shortened. The editor will liaise with the contributor if this does occur.

Language and acknowledgment nuances

• Be mindful that some centres use different language. For example, CCF calls are called competitions. And not everyone will understand the word ‘outputs’ or ‘calls’. It is recommended to use the term 'funding opportunities' when referring to the wider NIHR funding available. 

• It’s important that references to programmes are consistent and accurate, for example, EME and MRC acknowledgements.

Regularity and timing

• Planned communications are added to the relevant activity tabs in the content exchange. For all newsletters, this should include: frequency, content deadline and publication date

• Regular newsletters are staggered based on audience crossover, and any ad-hoc communications are scheduled in by the relevant editor.

Approvals 

• Approvals for new content must be sought locally before adding to the content exchange or any communications from the Mailchimp system.

• There are regular approvers assigned to each newsletter. The approvers will receive a test newsletter via the editor in advance of the issuing date (see content exchange for the schedule). Amends will be made based on feedback and comments received within a stipulated deadline.

Templates and forms 

Templates 

• Pre-approved templates are available in Mailchimp - one for each newsletter, one for ad-hoc emails to each group, and one for a generic NIHR mailing. No other templates should be used to communicate to this list and its groups (with the exception of emails on behalf of DHSC)

• NIHR style and branding must be followed at all times.

The subscribe form

• The  subscribe form has been set up and agreed by the project team. It must not be changed without express permission from the Social Media Group or, if needed, the NIHR Comms Programme Board.

• There is a separate subscribe form for the public newsletter, Be Part of Research.

Good practice and resources 

Evaluation

• Newsletter editors are responsible for adding metrics for each issue of their newsletter into the NIHR metrics dashboard.

• Metrics for the newsletter channels are reviewed on a quarterly basis by the Newsletter Editors. Discussions at these quarterly meetings enable learnings to be shared across newsletter audiences and potential for optimisation.

• Ad-hoc reports are available for all those with access to the shared NIHR Mailchimp account, at any time.

Using/sharing the lists for irregular purposes

• Content should, where possible, be fed in via the regular scheduled newsletter route i.e. If there is a larger NIHR story that needs particular prevalence or timeliness, those ad hoc mailings should be agreed by the editor, who will be responsible for checking any impact on the group (i.e. appropriateness, bombardment, etc). 

List and bulletin promotion 

Promoting the sign-up form

• The sign-up form is hosted on the NIHR website (linked from the homepage). This is the marketing link that should be used when promoting the form (unless the form for the public is more appropriate).

• Newsletters can be forwarded by subscribers to spread the word. There will automatically be a subscribe option for the new reader.

• ‘Mailchimp Subscribe’ can be used at events to collect subscribers. Their data is automatically pulled through to the Mailchimp list.

Promoting the newsletters once published

• Twitter - editors should ensure that this happens post-issue

• Forwarding/cascading to relevant groups

• Previous analytics suggest there is no benefit to publishing bulletins on the NIHR website.

Account and data 

MailChimp Housekeeping

• Images and filing - folders must be kept tidy and images named and/or labelled to aid in re-use.

• Drafts - drafts must be clearly labelled and deleted if no longer needed.

GDPR and disclaimers

• The data (personal info) within the Mailchimp account belongs to the DHSC.

• Footer: the postal address is for NETSCC Southampton office as it’s the host account holder.

Mailchimp account security

• User accounts for NIHR centres have been set up with access to the account. The password should only be shared if absolutely necessary, for example to cover staff who are on leave. If centres/editors wish to share the password, the onus is on them to ensure that processes are understood, and staff have relevant expertise.

• The overall account password is never shared outside of the host institution, and the password protected and regularly updated. 

Creating new newsletters

• When creating newsletters, colleagues should consider whether the content could be placed within our current newsletters in the first instance. NIHR produces a variety of newsletters and we are keen to not overload our audience.

• For the creation of a new corporate facing newsletter, please email the social media team with a clear business need.

• The use of this Mailchimp account is solely for the 6 corporate newsletters.

• For email marketing/newsletters for niche audiences, a Mailchimp account within your team should be set up using your budget.

• For oversight please add any NIHR newsletters into this sheet alongside the editor, frequency and audience.