01.01 We at Texas State are committed to cultivating relationships with external constituencies -- including alumni, city and state representatives -- through conferences, individual and institutional memberships, public lectures and dissemination of information about the institution. The following procedure contributes to the fulfillment of this policy.
01.02 We at Texas State are committed to producing the highest possible quality University publications, in terms of both design and content, because of their importance to University communication and image.
02.01 This document does not apply to academic laboratory publications, such as the University Star or scholarly journals.
02.02 All University departments are encouraged to use the University Print Shop.
03.01 "Publications" as used in the context of this document refers to communication tools designed to inform, attract or educate various audiences. Publications include brochures, catalogs, newsletters, and flyers. Except in very special instances, all inquiries concerning printing of University stationery, envelopes, business forms, manual and report covers and the like should be directed to the Manager of the University Print Shop. Specific details concerning printing at the University Print Shop may be obtained from that office.
04.01 Texas State is the publisher of all campus publications (as defined in Section 03.01 of this UPPS) and has authority and responsibility for their content.
04.02 All University publications destined for distribution off campus must bear the official Texas State logo, the system affiliation statement, (Texas State is a member of the Texas State University System), and, in instances of ads and literature that recruit, the official University equal opportunity statement (Texas State is an Equal Opportunity Institution). If both statements are used, they may be combined (Texas State, a member of the Texas State University System, is an Equal Opportunity Educational Institution). To assure compliance with this policy, please refer to UPPS No. 01.04.11 "Guidelines for Use of Texas State Logo".
05.01 Publication design and production assistance is offered to all segments of the University by Media Relations and Publications (MRP) upon request, within the time frame dictated by office priorities and scheduling mandates.
05.02 The following priorities apply to design and production scheduling:
a. Legally mandated publications, such as the undergraduate and graduate catalogs and the student handbook.
b. Publications that have the greatest impact on Texas State's national and regional image, such as Hillviews magazine, the President's Report and admissions Viewbook.
c. Alumni and development publications with major impact on fund-raising efforts.
d. Other student recruitment and student support publications.
e. External publications from the university divisions and the academic deans.
f. Departmental and program publications.
g. Internal publications.
05.03 Newsletters
Although economically produced, carefully written newsletters can facilitate communications with special target audiences and concern groups, unnecessary multiplicity of such publications should be avoided. Contents of all newsletters must have account manager and departmental chair approval. Newsletters should contain the University logo, required postal information and volume/issue numbers. Copies of all newsletters should be forwarded to the Learning Resources Center for filing.
05.04 Local Editors
Each department head or vice president will appoint an editor for each publication produced within his/her department or division. The editor will assure that the material published conforms strictly to the purposes for which the publication was developed.
05.05 Departments choosing the use of MRP services should assign one (1) individual to serve as the liaison with the MRP staff assigned to the project. The liaison is responsible for scheduling and for obtaining necessary content and design approvals for the publication within the originating department. The liaison should contact the Assistant Director of MRP to get on the MRP schedule.
06.01 Texas State will make the information in its major publications, including catalogs and schedule of classes, accessible in an effective and appropriate manner to all persons, including those with visual impairments. Persons seeking access in an alternate manner should contact Texas State’s Office of Disability Services at 512-245-3451.
06.02 Publications referred to in section 06.01 should include the statement “This publication is available in alternative format from Texas State’s Office of Disability Services.”
06.03 Official publications are subject to change; the current updated version can be found on the Texas State web server.
07.01 Reviewers of this UPPS include the following:
Position Date Ms. T. Cay Rowe, Director, Media Relations and Publications
April 1 E4Y Mr. Butch Ford, Manager, University Print Shop
April 1 E4Y
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.
Ms. T. Cay Rowe, Director, Media Relations and Publications; senior reviewer of this UPPS
Mr. Gerald Hill, Vice President for University Advancement
Dr. Jerome Supple, President