UTMB Voice On Hold System
Overview and Submission Guidelines
The Voice On Hold System is a telephone-based communication
tool available to UTMB entities to promote and increase awareness of the
university's business-related activities, opportunities or events. The system
offers recorded voice messages (intermixed with music) to internal and external
callers while they are “on hold” on the campus telephone system. Due to hardware
and system configuration issues, the system presently serves only UTMB’s main
campus and Galveston-based facilities.
Originally piloted in 2006, the service is a collaborative
effort supported by Information Services-Voice Operations, UTMB’s Business
Development and Marketing, and Public Affairs.
The audience for the messages posted to “Voice on Hold” is
broad: it includes people internal and external to UTMB. Listeners will be
faculty, staff, students, patients, visitors, business partners, contractors,
family members, prospective students, future patients, potential recruits, and
many others who interact with the university.
Communicators using this resource should take the needs and
interests of this broad audience into consideration when considering a message.
The UTMB Voice On Hold system is operated and maintained by Information
Services-Voice Operations, UTMB’s Business Development and Marketing, and Public
* Messages may be submitted for
consideration at any time (see below).
* The messages are converted to scripts,
professionally recorded and digitized for playback.
* Recordings sessions are held once a
month (usually in the last week of a month).
* Messages are updated on a bi-weekly
* Between 6 and 10 messages can be
rotated in the system at any given time. The brief
messages are separated by
several seconds of music.
Guidelines for Messages
* Messages should be brief, ideally no longer than 12 to 15
seconds, or about two complete sentences.
* Messages should have a broad scope/be of interest to a wide
cross-section of the audience (messages intended for an internal audience, as an
example, are not appropriate).
* Messages should have a long shelf life or be submitted well in
advance of a scheduled date or deadline (for example, promotion of an upcoming
event should be submitted early the month before the event).
* Every message should contain a web address or contact number
that the listener can follow up with for more information.
* Messages may be edited or modified for clarity and length.
* Not all submitted messages can be used; a follow-up with
explanation will be delivered when a message is not picked up for broadcast.
How to Send in a Submission
Messages may be submitted as text via email.
Email your proposed message with the subject line “Voice
On Hold” to:
Messages should be submitted by the 15th day of the month
prior to the month the message should begin to play (e.g., by June 15 for
message to run in July).
What’s Playing Now?
If you or a caller miss part of a message and wish to hear it,
messages are available online as text and audio files. See
and hear messages...
For More Information
If you have questions or need additional information, please contact Erin
Swearingen in the UTMB Public Affairs at (409) 772-2618 or
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