Designation of Official Texas State Stationery               UPPS No. 01.04.12

                                                                                                Issue No. 7

                                                                                                Effective Date: 11/18/2010

                                                                                                Review: April 1 E4Y

 

 

01.         POLICY STATEMENT

 

01.01   Use of official Texas State stationery is required for all on- and off-campus letters. Consistent use and a standardized look create a strong university brand and image. Texas State stationery is for use by university employees acting in an official capacity on behalf of the institution.

 

02.       DESCRIPTION OF BUSINESS COLLATERAL

 

02.01  Stationery The University Print Shop must coordinate the printing of all official Texas State stationery to assure print quality and adherence to guidelines.

 

a.    Paper

 

1)    8 ˝” x 11” full-size letterhead is the official Texas State stationery. It is printed on a white, recycled, 25 percent cotton content rag sheet and includes a custom-made watermark displaying the Texas State seal.

2)    5 ˝” x 8 ˝” half-size letterhead is printed on a white bond sheet.

 

b.    Electronic – Use the electronic letterhead template for official communication that must be sent via e-mail to external audiences. This electronic letterhead may not replace official university letterhead. When using the electronic letterhead template, do not remove the line that reads: “This letter is an electronic communication from Texas State University-San Marcos, a member of The Texas State University System.”

 

c.    Envelopes

 

1)   The seal watermark is not included on envelopes.

2)   The maximum number of lines for the return address is four.

3)   Size: Standard #10, white, recycled, 25 percent cotton content rag.

4)   All other envelopes (window, metal clasp, catalog, etc.) use white, bond sheet.

 

d.    Business Cards –  2” x 3 ˝” cards printed on white, 100# card stock

 

02.02  Colors

 

a.    All business collateral components (letterhead, standard #10 envelopes, and business cards) must be printed on an offset printing press using the following three PANTONE® ink colors:

 

1)    metallic gold (PMS 872)

2)    maroon (PMS 504)

3)    black

 

b.    Exception – All other envelopes (window, metal clasp, catalog, etc.) may use PANTONE® ink colors:

 

1)    PMS 872 metallic gold or black for one-color printing

2)    PMS 872 metallic gold and PMS 504 maroon for two-color printing.

 

02.03   Availability

 

a.    Paper – The University Print Shop has a stock of all printed stationery, envelopes and business cards available.

 

b.    Electronic – Users may download the electronic letterhead template at: www.umktg.txstate.edu/downloads/electronic-letterhead.html.

 

02.04  Information to be included on Texas State business collateral:

 

a.    Letterhead and envelopes

 

1)    Presidential

(a)  Texas State seal,

(b)  president’s name and title,

(c)  department designation,

(d)  department telephone number and fax,

(e)  official mailing address for Texas State: 601 University Drive,

(f)   city, state and assigned nine-digit ZIP code,

(g)  Texas State Web address: www.txstate.edu,

(h)  Tagline: “The rising STAR of Texas,” and

(i)    System Statement and founding date: “Texas State University-San Marcos, founded 1899, is a member of the Texas State University System.”

 

NOTE: The envelope does not include the Web address or founding date, but does include the System Statement.

 

2)    Texas State

 

(a)  Primary Texas State logo with tagline: “The rising STAR of Texas” (see UPPS No. 01.04.11, Guidelines for Use of Texas State Logo, System Statement, Board of Regents List, and Equal Opportunity Statement),

(b)  Department designation,

(c)  Official mailing address for Texas State: 601 University Drive, with the exception of:

(1) Round Rock, 1555 University Blvd;

(2) Office of Undergraduate Admissions, 429 N. Guadalupe Street; and

(3) Alumni Association, 400 N. LBJ Drive

(d)  City, state and assigned nine-digit ZIP code,

(e)  Department telephone number, fax and the Texas State Web address: “www.txstate.edu,” and

(f)   The System Statement and founding date: “Texas State University-San Marcos, founded 1899, is a member of The Texas State University System.”

 

NOTE: The Web address is not included on envelopes. Electronic letterhead template includes the statement: “This letter is an electronic communication from Texas State University-San Marcos, a member of The Texas State University System.”

 

3)    Named Colleges and Centers – All of the information described in Section 02.04 a. 2) above apply, with the following exception: If a wordmark or graphic is associated with the named college or center, it will appear at the bottom of the letterhead in place of the department designation.

 

b.    Business Cards

 

1)   Primary Texas State logo with tagline: “The rising STAR of Texas,”

2)   Employee’s name and title (cannot exceed three lines of type);

3)   Up to nine lines are available on the right-hand side of the card for employee information:

(a) office phone number,

(b)  cell phone number,

(c)  fax number,

(d)  e-mail,

(e)  department designation,

(f)   department building name and suite number,

(g)  official mailing address for Texas State: “601 University Drive,” with the exception of:

(1)  Round Rock, 1555 University Blvd.;

(2)  Office of Undergraduate Admissions, 429 N. Guadalupe Street; and

(3)  Alumni Association, 400 N. LBJ Drive

(h)  City, state, and ZIP code, and

(i)    Texas State Web site or department Web site address.

 

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 are authorized:

 

a.    Stationery prepared for special, self-contained, grant-funded programs not directly related to university programs, purchased with grant funds.

 

b.    Stationery items falling into the category of forms, telephone message pads, buck slips, or any business forms.

 

c.    Stationery prepared for Athletics.

 

d.    Stationery prepared for support groups of Texas State that operate under the guidance of a board of directors.

 

e.    Stationery prepared exclusively for special gift solicitations funded from non-Texas State sources.

 

f.     Stationery prepared for consortia in which Texas State participates.

 

03.03   Occasions may exist that necessitate deviating from the standard format. The director of the Office of University Marketing must review and approve these exceptions in advance.

 

04.         PROCEDURES FOR OBTAINING AUTHORITY FOR VARIATION FROM THE

STANDARDS

 

04.01   Complete the following procedure to request a deviation from the standard formats:

 

a.   Make a request, in writing, to the director of the Office of University Marketing, who has initial authority to approve or disapprove.

 

b.   If the director of the Office of University Marketing disapproves the request, the applicant may appeal to the vice president to whom he or she reports. The vice president reviews 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, Office of University Marketing   April 1 E4Y

 

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 procedure from the date of this document until superseded.

 

Director, Office of University Marketing; senior reviewer of this UPPS

 

Associate Vice President for Enrollment Management and Marketing

 

Provost and Vice President for Academic Affairs

 

President