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