Initiating and Producing Publications UPPS No. 06.05.01
Issue No. 9
Effective Date: 08/28/2015
Review: April 1 E4Y
Sr. Reviewer: Director, University Marketing
01. POLICY STATEMENT
01.01 This policy sets forth Texas State University’s procedures 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 may request 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) and is available for printing banners, posters, fliers, brochures, handbooks and newsletters. All inquiries concerning printing of university stationery, envelopes, business forms, mailing services, 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 five copies of printed publications to the University Archives in Alkek Library to fulfill the University’s record retention requirements and allow for long-term preservation (see Records Retention Schedule series ADV330 and ADV340).
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, or a combination of these, whether off-line (e.g., printed, portable digital media, presentation, or video) or online (e.g., Web).
04. PUBLICATION AUTHORITY
04.01 Texas State 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 website:
a. the Texas State University primary 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 logo (“Member The Texas State University System”). The statement may be omitted from university Web pages other than the home page;
d. the equal opportunity statement, which is included on recruitment ads, literature, including catalogs and printed publications prepared for legal purposes. There are two options for including the statement:
Option 1 (Policy Statement): Texas State University is committed to an inclusive education and work environment that provides equal opportunity and access to all qualified persons. Texas State, to the extent not in conflict with federal or state law, prohibits discrimination or harassment on the basis of race, color, national origin, age, sex, religion, disability, veterans’ status, sexual orientation, gender identity or expression.
Option 2 (Short Version – for publications): Texas State University, to the extent not in conflict with federal or state law, prohibits discrimination or harassment on the basis of race, color, national origin, age, sex, religion, disability, veterans’ status, sexual orientation, gender identity or expression.
The statement 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 (TSUS) Board of Regents’ current members, as well as the student regent, which 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, to invite the public to campus, to 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 either on the front of the publication or on the back cover of the publication.
05. PUBLICATION PROCEDURES
05.01 The Office of University Marketing offers publication design and production assistance to all segments of the university upon request. Support is based on availability and scope of project. Publication designs, following all rules within this policy, are also available at Print and Mail Services.
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 ensure 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 has 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:
Director, Office of University Marketing April 1 E4Y
Manager, University Print and Mail April 1 E4Y
Chief Diversity Officer and April 1 E4Y
Director, Equity and Access
Director, Office of Disability Services 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.
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