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RUF Logotype signature

Rutgers University Foundation

Inspiring philanthropy to better the world and transform lives

Give Now
  • See Your Impact
    • News & Stories
    • Giving Results
    • Faces and Voices
    • Reverse Honor Roll
    • Endowed Chairs
  • Explore Causes
    • Academic Excellence
    • Beloved Community
    • For the Common Good
    • Athletics
  • Support Rutgers
    • Annual Giving Initiatives
    • Ways to Give
    • Rutgers Payroll Deduction
    • Estate & Gift Planning
    • Student Philanthropy
    • Milestone Campaigns
  • Donor Community
    • Giving Societies
    • Donor Profiles
    • Donor Resources
    • FAQs
  • About the Foundation
  • Alumni Association
  • Contact
  • Rutgers University
  • Search Rutgers
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Communications Planning & Project Intake Form

The Office of Strategic Advancement Communications

Communications Update

Please note that for the foreseeable future, all new communications work requests require leadership approval to proceed.

Foundation Communications Consulting & Request Form

1Contact Information
2Project Details
  • Communications Projects Intake Form

    Fill out this form each time you have a communications project. We ask for a minimum of a two-week lead time on most projects. Urgent web updates will be answered in 24 hours. All other requests will receive a response in the order they are received.

    The Office of Strategic Advancement Communications reserves the right to reject or alter proposals if they do not align with core Foundation strategy, violate compliance or accessibility standards, or require more resources than are currently available. Any proposals that are rejected or altered will be communicated to the requesting partner.

    In addition to communications requests, staff should use this form to request AWA Event IDs.
  • Contact Information

    Please provide contact information for this request.
  • Please select your alumni team contact at the Foundation.
  • Hidden
    This information will be used to help us plan for in-person meetings if needed.
  • First NameLast NameEmail
  • Project Type

    Select all the options that apply to your project below.
  • Check this box if this for a change in scope for an existing project
  • Enter the project number of the existing project.
  • Select all that apply
  • Request Type

    Select all to options that apply to your request below.
  • All video projects should be planned in advance and need department AVP approval.
  • Which type of email assistance do you need?
  • Which type of design assistance do you need?
  • If you work for the foundation president, write in "RUF President". If you are NOT a Rutgers staff member, please reselect "Alumni club or chartered organization (volunteer)" as your role above.
  • Project Details

    Please list all project details below.
  • As a Rutgers University or Rutgers University Foundation staff member, you can request that Rutgers University Foundation or Rutgers University Alumni Association like or share a social post from an official Rutgers University social media account.
  • Social Media Requests

    As a Rutgers University Alumni Association club or chartered organization, you can request that Rutgers University Alumni Association follow your account, like your social media post, or share your social post.

    Please note, this is not a guarantee your post will be liked or shared. The RUAA social team reserves the right to curate the RUAA social channels as they see fit. Reasons for denial may include (but are not limited to): frequency of requests made, inappropriate content, content inconsistent with RUAA's brand and mission, copyright violations, violation of Rutgers sponsorships and endorsements policies, or the content does not meet legal or accessibility requirements.

    If your request is approved your content will be liked or shared within 72 hours (or less) and your staff contact will be notified.
  • In order to submit this request your website must be an official social media account listed on this page: https://communications.rutgers.edu/services-resources/social-media-resources/social-media-directory
  • In order to submit this request, your website must be an official social media account listed on your club page. The RUAA will not approve requests for personal accounts. Club pages can be found here: https://alumni.rutgers.edu/get-involved/clubs-and-groups/
  • Provide the links to each of your accounts that you would like the foundation to follow. Press the plus button if you would like to add more than one account to follow.
    Account Link(s) 
  • We kindly request that all Rutgers accounts we follow, follow us back.
  • Foundation Accounts: Twitter | Facebook | LinkedIn
    Rutgers University Alumni Accounts: Twitter | Facebook | LinkedIn | Instagram
  • Provide the links to each post that you would like us to like/share. Please note a form submission does not guarantee a repost, but as long as the content is appropriate we will do our best to like and share the content.
    Post link(s) 
  • Help Request

    Describe the issue you are having below and a staff member will be in touch shortly.
  • Please provide the information for the event you need assistance. This will help us find your event more quickly.
    Event NameEvent CodeEvent Start DateIs this event pending, live, or completed 
  • This helps us fund which logos need to be added to your templates.
  • Only list users who already have Marketo access.
  • A seed list is a separate distribution list that is unique to every workspace. This is a list of people who will be included on all emails sent through your workspace separate from your audience. For example, a supervisor, dean, or yourself may wish to be included on a seed list.
    First NameLast NameEmail 
  • You can type in names above for your seed list or upload a csv file. Please include a column for first name, last name, and email address in your csv file.
    Accepted file types: csv, Max. file size: 100 MB.
  • Provide the name of the email program in Marketo
  • This ensures we are pulling the exact report you need.
  • Quarterly and annually are assumed to based on fiscal year.
  • Platform Training

    Describe what your training needs are below.
  • Thanks for letting us know your website needs certification. A communications team member will be with you shortly to explain the process and let you know how to apply for certification with the University Communications & Marketing department.
  • Please write the URL of the website that needs certification.
  • Website certification with the university needs a single person who is considered responsible as the web manager. This person will be responsible for implementing any necessary updates and requirements that are addressed in the certification process.
    First NameLast NameEmail Address
  • List the primary content editor of the site and email address. This can be different or the same as the website manager.
    First NameLast NameEmail Address
  • List the general contact email address for the vendor here.
    Organization NameEmail Address
  • WordPress, Drupal, Wix, other. If you use a vendor that has proprietary software list here.
    CMS Platform
  • New User Request

  • You will only have access to your own department's events in CVENT please let us know which team you are on.
  • Enter the name of the staff member you are requesting access for:
  • Enter the email of the staff member you are requesting access for:
  • Enter the net ID of the staff member requesting admin access.
  • Hold down the ctrl (control) key to select multiple. Select UNSURE (last item) if you do not know, please ask your team before selecting UNSURE.
  • Training documents are located at: RAlumni.com/marketo
  • Training documents are located at: RAlumni.com/cvent
  • Please check all that apply.
  • Select yes if this is for an event, annual giving solicitation, or major announcement.
  • Crisis Communications Language Approval

    This is for urgent language approval requests for emergency & crisis situations, such as the COVID-19 outbreak. For theoretical PR crisis planning for an event, please return to the previous page and select "Communications Consultation" instead.

    If this request is regarding the COVID-19 outbreak please see the existing approved Foundation language before submitting your request.

    Upload or Copy & Paste Your Draft Language below


  • Project Consultation Information

  • If your event has a separate registration site, please specify below.
  • Example: Alumni, donors, geographic location, school, graduating year, gender, age, special group, club, new grad, other.
  • Please check ALL that apply. This helps us build a realistic timeline that allows you to seek the feedback you need.
  • Include placement, sizes, tone, logo needs.
  • If you will need a CVENT created in the future but do not have all the details ready at this time, you may select "Yes" below and skip all the CVENT questions at this time. However, you will need to fill out a separate CVENT request when you are ready.

  • Marketo/Email Information

  • Which Marketo Workspace are you working in?
  • Which Marketo Workspace are you working in?
  • Which Marketo Workspace are you working in?
  • Which Marketo Workspace are you working in?
  • Which Marketo Workspace are you working in?
  • Scarlet Together is a monthly newsletter sent the first week of every month with a round-up of events for alumni.
  • The maximum character count for subject lines is 55 characters in order to display fully on most devices and email clients, but it’s best to aim for anywhere around 30-40 characters to be the most optimal for open rates.
  • The preheader is the email preview text shown underneath the subject line when receiving an email. (If you are unsure what to write here, think of this as a secondary subject line) 80 characters is the maximum amount allowed, but it's best to aim for anywhere around 35-50 characters to display fully on most devices and email clients.
  • Please note that this date is not guaranteed. The communications team will look at the Global Email Marketing Calendar and suggest the best possible date based on email best practices, emails already in the queue, common holidays, and Rutgers major events.
    MM slash DD slash YYYY
  • Please select your primary audience
  • Please select your primary audience
  • You selected UNSURE for primary audience. Please describe.
  • Please describe additional audience details such as class year, donor status, location, involvement in clubs, new grad status, etc.
  • The "From Email" is the display-email that shows up in the inbox. It is also the email that receives all the out of office messages.
  • Clubs & Chartered Organizations may use "volunteer@ruf.rutgers.edu" as the from email.
  • The "Reply-to Email" is the email that is contacted when a person presses "Reply" on the email. The Reply-to Email needs to be a monitored inbox incase the person asks to be unsubscribed.
  • Please provide the name of the campaign you are working on in Marketo or a link directly to that email campaign so we add the list to the correct area.
  • Please describe your list. Such as alumni/donors from a specific class year. This helps us cleanly label your list in Marketo so you can find it.
  • Please upload your list as a .csv file.
    Accepted file types: csv, xlsx, xlsm, xltx, xltm, Max. file size: 100 MB.
  • Please upload a Word Doc with your written content. Only .dot, .doc, .dotx, .docx, .zip files accepted.
    Accepted file types: docx, dotx, dot, doc, zip, Max. file size: 100 MB.
  • You may select up to three images to upload. Images can only be JPGs or PNGs. Header images should be 600 x 300 pixels. Images used within the body should not be larger than your header image and the width cannot exceed 600 pixels.
    Drop files here or
    Accepted file types: jpg, jpg, jpeg, jpeg, png, png, Max. file size: 100 MB, Max. files: 3.
    • Add a New Fund to the Giving Form

      Funds must first be set up in AWA and approved by the RUF accounting team before they can be added to the online Giving Form (give.rutgers.edu).

      Fund Details

    • Provide the URL to your current fund link(s) below.
    • If you have an existing vanity URL attached to this fund link please list it here so we can update it with the desired changes.
    • Fund descriptions cannot be longer than 170 characters. If your fund description is longer than 170 characters we will ask you to re-write it.
      Fund NameFund Desciption 
    • List all funds you would like added to the Giving Form. If you are unsure of the allocation code please write UNSURE. If this is a new fund that you would like to set up write NEW FUND in the Allocation Code field. Use the + (plus) symbol to add another fund.
      Official Fund NameAllocation CodeFund Description (170 characters or less, will be displayed publicly on website) 
    • List all funds. Use the + (plus) symbol to add another fund.
      Official Fund NameAllocation Code 
    • List all funds that you would like to make easier to find. Provide keywords to associate with each fund. Each keyword must be at least 3 characters long. Use the + (plus) symbol to add another fund.
      Official Fund NameAllocation CodeKeywords/Search Terms 
    • All fund name changes must go through the Foundation accounting department and your school or units' development officer. Please list the funds' official names below and your desired name change. Use the + (plus) symbol to add another fund.
      Official Fund NameNew NameAllocation Code 
    • All fund links begin with give.rutgers.edu/. Your vanity name will appear after the slash.
    • If your department, school, or unit has a development officer please list their information below. We may need to contact them during this process.
      First NameLast NameTitleEmailPhone

    • CVENT/Event Information

    • Add my event to the RUAA wesbite


      Event Information

    • Announce a Game Watch Event

      All Game Watch events are added to the RUAA website. Due to the high volume of Game Watch events, only one Game Watch announcement broadcast email will be sent each month. By filling out this form below you will automatically get your event added to the RUAA calendar and be included in the monthly Game Watch broadcast announcement.

      Game Watch Information

    • Game Watch SWAG is given out once a year per club. If you have not received your Rutgers Game Watch SWAG this year check the box below.
    • List the address you would like the SWAG to get sent to below.
    • Indicate if this is a home or business address.
    • Best estimate
    • Best estimate
    • Use the + (plus) button to add a new Game Watch event.
      Event DateCostVenue NameVenue AddressCityState 
    • Provide a link to your social media page for more information.
    • AWA Event IDs are needed for all alumni or donor events. The event ID helps to track engagement scores and other important information related to your event. If you select no, we will provide one for you.
    • Thanks for requesting the AWA Event ID. We will create one for you! Your event will also be added to the Rutgers Internal Events Planner Calendar. This calendar is used by Rutgers event planners to avoid creating events with overlapping audiences on the same day. To learn how to access the Rutgers Internal Events Planner Calendar download these instructions.
    • Provide your AWA Event ID below. Your CVENT cannot be created without one.
    • MM slash DD slash YYYY
    • MM slash DD slash YYYY
    • :
    • :
    • All events should have a registration link. If you are collecting registrations by email please list the appropriate email address in the field. If this is for a Webinar please provide the WebEx or Zoom link.
    • As it should appear on the website and in AWA.
    • As it should appear on the website.
    • If your event has presenters please list their professional names as they should appear on any public marketing materials. If applicable, include degrees and alumni years.
      Presenter NamePresenter TitlePresenter Organization 
    • Ticket Price should equal the sum of the Ticket Expense and the Gift Amount. (Ticket Price = Ticket Expense + Gift Amount). ONLY the Ticket Name and Price will appear on the website. "Ticket Expense" and "Gift Amount" are for accounting purposes only. If you have already completed a Ticket Breakdown form with the foundation finance team, you may type in "See Attached Form" in the Ticket Name area above and attach the form below.
      Ticket Name (as it should appear on website)Ticket PriceTicket ExpenseGift Amount 
    • If you filled out a ticket (fee and gift) breakdown form with the foundation finance team, you may upload it here instead of re-typing your ticket information above.
      Max. file size: 100 MB.
    • Ticket Name (as it should appear on website)Ticket Price 
    • All event registration builds include an optional donation to the Scarlet Promise Grants fund.
    • All club and chartered organization event registration builds include an optional donation to the Scarlet Promise Grants fund.
    • Select the optional donation items you would like to appear on your CVENT page. Hold the Ctrl button to select multiple options.
    • If you are not sure what your allocation code is write in "UNSURE".
      Donation Designation (Fund Name)Donation Allocation Code 
    • Sponsorship Price should equal the sum of the Sponsorship Expense and the Gift Amount. (Sponsorship Price = Sponsorship Expense + Gift Amount). ONLY the Sponsorship Name, Description, and Price will appear on the website. "Expense" and "Gift Amount" are for accounting purposes only. If you have already completed a Sponsorship Form with the foundation finance team, you may type in "See Attached Form" in the Sponsorship Name area above and attach the form below.
      Sponsorship NameSponsorship Description (optional: as it should appear on website)Sponsorship PriceSponsorship ExpenseGift Amount 
    • If you filled out the sponsorship form with the foundation finance team, you may upload it here instead of re-typing your sponsorship information above.
      Max. file size: 100 MB.
    • Advertisement Price should equal the sum of the Advertisement Expense and the Gift Amount. (Advertisement Price = Advertisement Expense + Gift Amount). ONLY the Advertisement Name, Description, and Price will appear on CVENT. "Expense" and "Gift Amount" are for accounting purposes only. If you have already completed an Advertiding Form with the foundation finance team, you may type in "See Attached Form" in the Advertisement Name area above and attach the form below.
      Advertisement NameAdvertisement Description (optional: as it should appear on website)Advertisement PriceAdvertisement ExpenseGift Amount 
    • If you filled out the advertisement form with the foundation finance team, you may upload it here instead of re-typing your advertisement information above.
      Max. file size: 100 MB.
    • Write unlimited if unlimited.
    • Write unlimited if unlimited.
    • Which branding aligns most closely with your event?
    • For Rutgers internal event planners calendar.
    • Click the link below to view the different event purpose/type definitions. All schools/units (e.g. School of Engineering or Mason Gross) please select “School/Academic Unit”. You can select your specific school under event type. This question is for internal data collection only.
    • Unsure what to select? Event purpose descriptions can be found here, this link will open in a new tab to ensure your progress filling out the form is not erased.
    • This is for coding purposes in AWA.
    • You may add an event header image to your registration page. Event headers should be 898 x 297 pixels. File types should only be JPG or PNG.
      Accepted file types: jpg, jpeg, png, jpg, jpeg, png, Max. file size: 20 MB.
    • > > Photo editing tips: Unsure how to crop an image or find out your image size? View instructions here. No access to Photoshop? No problem!
    • Please type "Online" if this is a webinar or online event.
    • Leave blank if this is a webinar or online event.
    • Will be listed on website and in marketing emails.
    • Will be listed on website and in marketing emails.
    • Please list your desired shortlink and a backup option if the first is not available.
    • The online RUAA calendar is a public listing of Rutgers alumni events: http://ralumni.com/events
    • Minimum Image Dimensions: 815px x 582px; Max file size: 2M. Images should NOT have text for accessibility reasons.
      Accepted file types: jpg, jpeg, png, png, jpg, jpeg, Max. file size: 10 MB.
    • Unsure how to crop an image or find out your image size? View instructions here.
    • Upload a screenshot of the issue you are seeing.
      Max. file size: 100 MB.

    • Website Information

    • Broken links, spelling, and grammar issues will be updated within 24 hours. Other items may be expedited depending on the situation. Most web edits will take place within 1 week. For annual events, solicitations, and campaign webpage updates (For example: Giving Tuesday updates, etc) please submit a consulting request instead.
    • This will be how your event appears on the "Event Types" search on Ralumni.com/events. Check all that apply.
    • Upload all content and images here.
      Drop files here or
      Max. file size: 100 MB.
      • Select all that apply
      • Select all that apply
      • Select all that apply
      • Enter the URL of the page you need updated.

      • Vanity URLs


        We offer vanity URLs for web content on our three primary websites:
        • Funds located on give.rutgers.edu/vanityname
        • Webpages on rutgers.alumni.com/vanityname or RAlumni.com/vanityname
        • Webpages on support.rutgers.edu/vanityname

        Domains and Rutgers Subdomains

        We coordinate unique domain names with Rutgers OIT. Please be ready to have a back-up name prepared in case your requested domain is already taken. We also coordinate connecting your unique domain with a website or web page name with Rutgers OIT. Please be aware this process may be as quick as 1 week or as long as 3 months. The length depends on what type of site you are connecting the domain to (3rd party external sites take the longest. Rutgers university hosted websites are typically the fastest).

        Subdomains such as name.rutgers.edu are also coordinated through Rutgers OIT and follow the same expectations as domain names. If you are unsure what you need, please describe your situation below and you will receive an email or phone call to consult on the topic.
      • List each link you need a vanity URL set up for. Provide a suggested vanity link for each URL. In the event that the vanity link is not available the communications team will reach out to you with alternative options.
        URLVanity Name Suggestion 
      • List each link you need redirected and the location you need it directed to. Please note, not all redirects may be possible or advisable. In the event that your request is denied you will be contacted with more information.
        URL (Directed From)URL (Directed To) 
      • List your desired domain name below as well as a back-up option in case the requested name is not available.
        Domain NameDomain Extension (.com, .edu, .org, other)Website or URL where domain should be connected 
      • Proofreading and Copyediting Request

        Tell us about your project needs below.
      • List your desired Rutgers subdomain name below as well as a back-up option in case the requested name is not available.
        subdomain.rutgers.edu
        Subdomain nameWebsite or URL where domain should be connected 
      • Select as many as apply.
      • You selected "review for tone". Our writers must understand your audience to be able to provide feedback on tone and style.
      • You selected "review for tone". Our writers must understand the goal of your piece to be able to provide feedback on tone and style.
      • Dates, numbers, school years, and facts are accurate.
      • If you prefer to copy & paste your content please do so in the box below.
      • If you prefer to upload a document with your draft language please drag and drop your content in the box below.
        Drop files here or
        Max. file size: 100 MB, Max. files: 3.
        • Are there wordcount or other limitations we should be aware of for the content you have provided? If so please explain. If you are unsure leave this question blank.
        • How and where will this content be distributed? (Magazine, email, website, phone call, text, etc)
        • Logo Request

          Tell us about your logo needs below.
        • You may select more than one.
        • Logo heightLogo widthunit (px / in) 
        • Logo heightLogo widthunit (px / in) 
        • Logos on Fabic

          Please describe what you need below.
        • Provide any additional details we may need such as file size limits, greyscale logos, or specialty instructions
        • Milestone/Deadline TypeDate 
        • Rutgers is required to provide contact tracing information for in-person events due to COVID-19. All in-person events must collect name and phone numbers for all people attending. On campus events must have EACS certification. It is okay if your event is not certified yet, however, you will be asked to provide certification before your event is launched.
        • If there is anything else you think we should know regarding this project please enter that information here.
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        • Rutgers University
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        New Brunswick, NJ 08901

        RUFoundation@ruf.rutgers.edu (848) 932-7777

        Rutgers is an equal access/equal opportunity institution. Individuals with disabilities are encouraged to direct suggestions, comments, or complaints concerning any accessibility issues with Rutgers web sites to accessibility@rutgers.edu or complete the accessibility barrier feedback form.

        Communications Update

        Please note that for the foreseeable future, all new communications work requests require leadership approval to proceed.

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