Designation of Official Texas State Stationery               UPPS No. 01.04.12

Issue No. 8

Effective Date: 07/31/2014

Review: April 1 E4Y

 

 

01.       POLICY STATEMENT

 

01.01  Use of official Texas State University 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 University stationery is for use by university employees acting in an official capacity on behalf of the institution.

 

02.       DESCRIPTION OF BUSINESS COLLATERAL 

 

02.01  Business Collateral

Print and Mail Services must coordinate the printing of all official Texas State stationery to assure print quality and adherence to guidelines.

 

a.   Stationery: Paper

 

1)   8 ½” x 11” full-size letterhead is the official Texas State University stationery. It is printed on Neenah Classic Cotton, which is a white, recycled, 25 percent cotton content rag sheet. The letterhead includes a custom-made watermark displaying the university seal.

2)   5 ½” x 8 ½” half-size letterhead is printed on a white bond sheet.

 

b.   Stationery:  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 StateUniversity.”  

 

c.   Stationery:  Envelopes

 

1)   The watermark of the university seal is not included on envelopes.

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

3)   Size: Standard #10

4)   Paper:  Neenah Classic Cotton white, recycled, 25 percent cotton content rag sheet

 

NOTE: All other sizes and types of envelopes (window, metal clasp, catalog, etc.) use a white bond sheet. 

 

d.   Business Cards  

     

      1)   Size: 2” x 3 ½”

      2)   Paper: FSC-certified, white, 100 # pound cover stock

 

02.02  Colors

 

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

 

1)   PMS 872 (metallic gold)

2)   PMS 504 (maroon)

3)   black

 

Print and Mail Services produces the metallic gold and maroon colors using a digital printer that replicates the PANTONE® ink colors PMS 872 (metallic gold) and PMS 504 (maroon).

 

b.   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: Print and Mail Services has stock available for official stationery, envelopes, and business cards.

 

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 University business collateral:

 

a.   Letterhead and envelopes

 

1)   Presidential

(a) university seal;

(b) president’s name and title;

(c)  department designation;

(d) department telephone number and fax;

(e) official mailing address for Texas State University: 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)   The Texas State University System member statement:   

NOTE: The envelope does not include the president’s name and title, department telephone number and fax, or the Texas State Web address.

2)   Texas State University

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

(b) department designation;

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

(1) Round Rock, 1555 University Blvd; and

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

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

(e) department telephone and fax number;

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

(g) the founding date statement: “Texas State University was founded in 1899;” and

(h) The Texas State University System statement: 

NOTE: Department telephone and fax numbers, as well as the Web addresses, are not included on envelopes.

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 University logo with tagline: “The rising STAR of Texas®;”

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

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 University: “601 University Drive,” with the exception of:

(1) Round Rock, 1555 University Blvd.; and

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

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

(i)   Texas State or department Web 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 Print and Mail Services 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; and

 

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, Print and Mail Services             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