Designation of Official Texas State Stationery UPPS
No. 01.04.12
Issue No. 6
Effective Date: 7/20/2005
Review: April 1 E4Y
01. POLICY STATEMENT
01.01 These
policy guidelines designate Texas State
stationery which has been adopted as official for use by all University
personnel, for both off- and on-campus correspondence. This standardization is
intended to lessen demands upon the University Print Shop, to reduce costs
associated with proliferation of stationery styles and formats, and to show
consistency of the University's image.
02. DESCRIPTION OF OFFICIAL STATIONERY
02.01 For
external correspondence (off-campus dissemination), the following types of
stationery are authorized. The University Print Shop has stock available for quick
service. Examples can be viewed on the website at txstate.edu/stationery.
a. 8
1/2" x 11" bond letterhead, printed in maroon (PMS # 505) ink only or
maroon and black ink and bearing the following information:
1) the
official Texas State logo;
2) the full
name of the University;
3) the
appropriate, approved street address (see Section 03.04);
4) city, state
and assigned nine-digit zip code;
5) department
designation and telephone number;
6) the
system statement and founding date (Texas
State University-San Marcos, founded 1899, is a member of the Texas
State University System); and
7) fax, web
and e-mail addresses are optional.
b. 5
1/2" x 8 1/2" bond letterhead, printed in maroon (PMS # 505) ink only
or maroon and black ink, and bearing the same information as in Section 02.01
a., 1) through 7).
c. 4" x
9 1/2" bond envelope, printed in maroon (PMS # 505) ink only or maroon and
black ink and bearing the following information:
1) the
official Texas State logo;
2) department
designation;
3) the full
name of the university;
4) the
appropriate, approved street address (see Section 03.04); and
5) city, state
and assigned nine-digit zip code.
d. 3 3/4"
x 6 1/2" bond envelope, printed in maroon (PMS # 505) ink
only or maroon and black ink and bearing the same information as in Section
02.01 c., 1) through 5).
02.02 For intracampus
correspondence, the following are authorized. Examples may be viewed on the website.
a. 8
1/2" x 11" bond letterhead, printed in black ink, bearing the
information listed below.
1) the word
"Memorandum"
2) department
designation
3) department
telephone number
4) the
official Texas State logo
b. 8
1/2" x 5 1/2" bond "half-size" letterhead, bearing the same
material as in a. above.
c. Downloadable
templates for non-printed memoranda as described in a. and b. above. Computer-generated stationery should not be
used for off-campus correspondence.
02.03 For
official Texas State business cards, the standard is 2" x 3 1/2"
cards printed in black and maroon ink (PMS # 505), and bearing the following
information:
a. official Texas State logo;
b. individual's
name and title;
c. department
designation;
d. official
approved street address (see Section 03.04);
e. city, state
and assigned nine-digit zip code;
f. telephone
number (departmental fax number, web and e-mail addresses may be included);
g. stationery
prepared for a named college;
h. office
location (optional, see Section 03.04); and
i. the system statement.
03. PROCEDURES AND REQUIREMENTS FOR USE OF
OFFICIAL STATIONERY
03.01 The
pieces described above constitute the only official stationery authorized for
the uses designated, and the University Print Shop will provide no other,
except as noted below.
03.02 The
following exceptions to the general policy stated in Section 03.01 above are
authorized:
a. Stationery
prepared for special, self-contained, grant-funded programs not directly
related to University programs. Such
stationery must be purchased with grant funds.
b. Stationery
prepared for named colleges.
c. Stationery
items falling into the category of forms -- telephone message pads, buck slips,
or any business forms.
d. Stationery
prepared for Athletics.
e. Stationery
prepared for support groups of the University that operate under the guidance
of a board of directors.
f. Stationery
prepared exclusively for special gift solicitations funded from non-university
sources.
g. Stationery
prepared for consortia in which Texas State participates.
h. There may be occasions when stationery
deviating from the standard format may be necessary or desirable, particularly
in the case of one-time mailings of a promotional nature. Such exceptions
should be reviewed and approved in advance by the Director of Media Relations
and Publications (MRP).
03.03 All stationery prepared for off-campus
distribution must be printed by the University Print Shop to assure print
quality and adherence to guidelines.
03.04 Stationery and business cards must include the
address to which U.S. mail is delivered. This address is 601 University Drive
for most of the San Marcos campus. Exceptions are the Alumni House (400 N. LBJ
Drive) and the Undergraduate Admissions Center (429 N. Guadalupe). Business
cards, in addition to an official address, may contain an office address, but
total information on the card cannot exceed six lines below the name, title and
department.
04. PROCEDURES FOR OBTAINING AUTHORITY FOR VARIATION FROM THE
STANDARDS
04.01 To
receive approval for deviations from the standard formats, the following
procedure should be followed:
a. The
requesting individual should discuss the desired variation with the Director of
MRP, who has initial authority to approve or disapprove.
b. Should
the Director of MRP disapprove the requested change, the applicant may appeal
to the vice president to whom he or she reports. The vice president will then
review the matter with the President who will make the final decision.
05. REVIEWERS OF THIS UPPS
05.01 Reviewers of this UPPS include the following:
Position Date
Director, Media
Relations and April 1 E4Y
Publications
Manager, University Print Shop April 1 E4Y
06. CERTIFICATION STATEMENT
This
UPPS has been approved by the following individuals in their official capacities,
and represents Texas State
policy and procedures from the date of this document until superseded.
Director,
Media Relations and Publications; senior reviewer of this UPPS
President