Publications Review Policy

The university's Publications Review Policy is designed to help ensure that campus publications, advertising and marketing items reflect the level of quality and consistency that should be expected from a major, regional institution of higher education.

This policy applies to all department newsletters, brochures, booklets, maps, guides, advertising and marketing items etc., that are intended for campus/public audiences.

Review and approval

The review policy requires that publications, advertising and marketing items of the nature listed below first be submitted for approval to the director of university Web communications and publications. Funding from any source for printing publications will not be processed or approved by the Office of Procurement, Foundation Financial Services or Auxiliary Services until a publication, print project, advertisement or marketing item has been reviewed and approved by the Office of University Communications. Further, University Printing Services will not proceed with on-campus print requests until projects covered by this policy are reviewed and approved by University Communications. Under normal circumstances, University Communications will review and either approve or suggest acceptable changes within 24 to 48 hours of submission.

Publications and other branded items intended for off-campus distribution are expected to be written, edited and designed with a precision that reflects well on the university. Publications, advertising and marketing items must be reviewed by the staff in University Communications for consistency and compliance with the University Standards for Graphics and Communications. A brief review by trained staff often saves you and the university from costly or embarrassing mistakes. Letters, memoranda and other personally signed communications, as well as publications distributed solely within a particular school or department, need not be submitted for approval. In such cases, it is the responsibility of the individual writers or departments to ensure that the communications are accurate and conform to the standards in this manual.

Projects requiring approval by this policy include:

• Brochures for on- and off-campus distribution
• Booklets for on- and off-campus distribution
• Posters for on- and off-campus distribution
• Fliers for on- and off-campus distribution
• Print advertisements for on- and off-campus distribution
• Department or program catalogs and course schedules for on- and off-campus distribution
• Department or college newsletters intended for off-campus distribution or a combination of on- and off-campus distribution
• Any publication incorporating the use official university logos (university seal, bronze medallion, Centennial logo or sunburst logo etc.) that will include on- and off-campus distribution, including commemorative plaques, invitations, honorary certificates.
• Print and Web-based advertising
• Marketing items (non-Athletics-branded items such as commemoprative medallions, coffee mugs, pens, umbrellas etc.)

Projects NOT requiring approval by University Communications include:

• Newsletters intended for internal distribution only (i.e. departmental newsletters, campus notices)
• Department or division fliers, information sheets etc.
• Letters for official university communication

Any questions regarding whether a proposed publication, advertising or marketing item is covered by this policy may be made to the director of university Webcommunicaitons and publications at 278.5029.

There will be no chargeback for required reviews by University Communications.

Must student publications be reviewed?

Although student publications, advertising or marketing items are not required to be reviewed, they still must follow policies regarding logo usage, university naming conventions and other published guidelines.

Help with your publications is available

The Office of University Communications is staffed with trained writers and editors who are responsible for assuring the quality, consistency and literacy of as many university publications as possible. In addition to helping with the editing of newsletters, brochures, booklets, etc., the office staff can assist with estimates, design ideas, desktop publishing and coordination of printing.