Revised: 10/11/2012

 

Initiating and Producing Publications                             UPPS No. 06.05.01

Issue No. 8

Effective Date: 05/11/2011

Review: April 1 E4Y

 

 

01.         POLICY STATEMENT

 

01.01   This UPPS sets forth the university’s policy for producing and disseminating publications from campus offices.

 

02.         SCOPE OF THIS POLICY STATEMENT

 

02.01   This document does not apply to academic publications, such as the University Star, scholarly journals, and faculty-produced publications or documents produced by booster clubs, foundations, and associations.

 

02.02   All university departments should use the services of the office of University Marketing (UM) for publication design or design review as well as original content or content review to ensure consistency in graphic standards, branding guidelines and editorial style.

 

02.03   All university departments are encouraged to use Print and Mail Services. Print and Mail Services is the sole producer of university business collateral (letterhead, envelopes and business cards). All inquiries concerning printing of university stationery, envelopes, and business forms, as well as materials such as covers for manuals and reports and the like should be directed to the manager of Print and Mail Services. Specific details concerning printing at Print and Mail Services may be obtained from that office.

 

02.04   All university departments must send three copies of printed publications to the University Archives in Alkek Library to fulfill State of Texas records retention requirements and allow for long-term preservation.

 

03.         DEFINITION

 

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 documents containing text or images, a combination of these, whether off-line (e. g., printed, CD ROM, presentation, video and DVD) or online (e. g., Web).

 

04.         PUBLICATION AUTHORITY

 

04.01   Texas State University-San Marcos is the publisher of all university publications (as defined in Section 03.01) and has authority and responsibility for their content.

 

04.02   All university publications must include the following on the front or cover of printed material, the first slide or frame of presentation material, and on all main pages of the university Web site:

 

a.    the Texas State formal logo;

 

b.    the tagline (“The rising STAR of Texas”). The tagline may be omitted from university Web pages other than the home page;

 

c.    the system statement (“A member of The Texas State University System”). The statement may be omitted from university Web pages other than the home page;

 

d.    the equal opportunity statement (“Texas State University-San Marcos is an equal opportunity institution”) is included on recruitment ads and literature. Catalogs and printed publications prepared for legal purposes should contain the full equal opportunity statement “Texas State University-San Marcos will not discriminate against any person in employment or exclude any person from participating in or receiving the benefits of any of its activities or programs on any basis prohibited by law, including race, color, age, national origin, religion, sex, disability, veterans’ status, or on the basis of sexual orientation. Equal employment opportunities shall include: personnel transactions of recruitment, employment, training, upgrading, promoting, demotion, termination, and salary.” The short and long version may be included on the inside front cover, inside back cover, or back cover of the printed material, instead of on the front or cover of the printed material; and

 

e.    a list of the names and home cities of The Texas State University System Board of Regents’ current members, as well as the student regent is included in all printed publications containing more than six pages. The chancellor’s name is included at the end of the list, but does not include the home city. This list may appear on the inside front cover, inside back cover, back cover or an appropriate place within the publication instead of on the front or cover of printed material.

 

To assure compliance with this policy, please refer to UPPS No. 01.04.11, Guidelines for Use of Texas State Logo, System Statement, Board of Regents’ List, and Equal Opportunity Statement.

 

*04.03 All university publications, including brochures catalogs, class schedules, handbooks, magazines, newsletters and the like must include the accommodation statement (“This information is available in alternate format upon request from the Office of Disability Services”).

 

*04.04 All university publications advertising university-sponsored events will include the accommodation statement (“If you require accommodations due to a disability in order to participate, please contact [sponsoring event phone number] at least 72 hours in advance of the event”).

 

*04.05 University publications that are used for recruitment purposes, invite the public to campus, advertise a university-sponsored event, or are used as a program at a university-sponsored event must include the following statement: “Texas State University is a Tobacco-free Campus.” This statement should appear below the university logo either on the front of the publication or on the back cover of the publication below the university logo.

 

05.         PUBLICATION PROCEDURES

 

05.01   The office of University Marketing offers publication design and production assistance to all segments of the university upon request.

 

05.02   Local Editors – Each vice president, department head, dean or chair will appoint an editor for each publication produced within his or her department or division. The editor will assure that the material published conforms strictly to the purposes for which the publication was developed and that the vice president, department head, dean or chair approved the content.

 

05.03   Departments should assign one individual to serve as the liaison with UM. 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 program specialist of UM to request services and establish a production schedule.

 

06.         PUBLICATIONS IN ALTERNATE FORMAT

 

06.01   Texas State will make the information in printed material, such as catalogs, class schedules, handbooks, brochures, magazines, newsletters and the like, accessible in an effective and appropriate manner to all persons, including those with visual impairments. Persons seeking printed material in an alternate format should contact Texas State’s Office of Disability Services at 512-245-3451.

 

07.         REVIEWERS OF THIS UPPS

 

07.01   Reviewers of this UPPS include the following:

 

Position                                                         Date

 

Director, Office of University Marketing   April 1 E4Y

 

Manager, University Print and Mail          April 1 E4Y

Services

 

Chief Diversity Officer and                         April 1 E4Y

Director, Equity and Access

 

Director, Office of Disability Services       April 1 E4Y

 

08.       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 of Academic Affairs

 

President