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