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Submission guidelines

Where do I send my news items?

Submit your news items using the online submission form.
Please ensure your submission has been signed off by your manager, if required. If you have any questions or concerns about making a submission to In the Loop, email IH Communications.

What will happen when I submit my story or event?

After a quick review and edit by a communications officer, your submission will be published on IHintheloop.ca –usually within one or two business days. Please indicate on the submission form if your item is to be published on a specific date.
Your submission will automatically be included in one of the Wednesday Weekly Roundup e-newsletter. The e-newsletter summarizes the news and events submitted each week.

What is the submission deadline for the Wednesday Weekly Roundup e-newsletter?

12 noon on the Wednesday before each email edition.

What kinds of stories, articles and events are published?

In the Loop is designed to capture news for IH employees. We include stories and events concerning IH programs, departments and projects as well as research, job changes and staff achievements.
To be published, news and events must fit one of the following criteria:
  • Directly managed, produced or hosted by IH
  • Sponsored by IH in money or in kind
  • Presented by IH employees to share their work at IH
We do not directly publish posters, brochures or other print items. We will link to them from a fully written story. To keep error to a minimum, we do not transcribe posters or brochures into IH News. That responsibility remains with the submitter.

What is the word limit for news stories?

The suggested word limit is 200-500 words but we welcome more if you have a lot to say!

Do I need consent for photos?

If you include a photo of staff or patients with your story, you need to have written consent from them. Please review our consent policy or email to IH Communications.

Why should I send my news items to In the Loop when I can broadcast them by email?

Broadcast emails about one news item or event clutter our mailboxes and waste a lot of people’s time to reach the few people who really need the information. The format of IH In the Loop, with its easy-to-scan headlines, allows staff to look for news that is relevant to them.  IH In the Loop is also accessible from anywhere, anytime.

What are some tips for writing my news story?

The In the Loop e-newsletter is sent to all staff across IH, including nurses, unit clerks, occupational therapists, corporate staff and the list goes on…
There are many In the Loop readers who may not have heard of the program or service you offer. Write your story as though you are having a conversation with a friend or neighbour who doesn’t know what you do. You can do this by including a short summary of your program or service and eliminating as much jargon and as many acronyms as possible.
While you are writing your story, it is also good to keep in mind the 5 Ws of a news story:
  • Who
  • What
  • When
  • Where
  • Why
  • And often, how and how much
Your story should provide an opportunity for people engaged in similar projects or interested in similar issues to connect. Don’t forget to provide a link, either an email address or website, for readers to follow for more information.
Remember, we attribute your story directly to you. This way, staff can email you if they have questions. We do not attribute stories to teams or departments. If you want to give credit to other individuals, include their names in the body of your article. If no name is provided we will use the name of the person who emailed the story.

How do I get my story as a featured story?

Featured stories may be requested through IH Communications, however this is not a guarantee of a feature for your story. Features may be changed on a week to week basis according to timeliness and news value to employees.  There are two special requirements for featured stories:
  • Featured stories must include at least one photo. The photo must be landscape (horizontal) orientation, be hi-res and be visually appealing.
  • Features must be of interest to all IH employees.
A communications officer can work with you to develop your featured story and prepare an image.

Will my submissions appear in other publications?

Some stories that are of interest to other audiences will be considered for other publications, including: