Assistance Available from University Communications 5.3-11

Overview

The Office of University Communications exists to assist SVSU faculty and staff with the preparation and distribution of various types of information, from the announcement of an event to the design and production of a major publication. Through this office, official information concerning the University, its objectives, instructional programs and services is published and distributed both internally and to the public. University Communications staff also receive and refer as appropriate incoming requests for information about University events, programs, policies, speakers and activities.

Categories of Work Accepted

1. Work related to programs officially sanctioned by the University, or activities sponsored by a recognized department of division of the University.
2. Work that enhances the professional standing of SVSU employees.
3. Work for non-SVSU organizations that have booked facilities through the SVSU Conference Bureau.

Services will be provided for projects in categories 2 and 3 above only when staff time and work load permit. No other types of work will be accepted.

Services Provided

1. Preparation, distribution of news releases
2. Publicity coordination (press conferences, media coverage, assistance in planning direct mailing, etc.)
3. Copy editing and/or writing for brochures and similar publications
4. Color and/or black and white photography
5. Publication design and production
6. Design and production of forms for University-wide use
7. Coordination of advertising for events, programs
8. Preparation of slide presentations
9. Design and production of printed programs, tickets, posters
10. Publications of information in SVSU employee newsletter
11. Ordering of promotional items (pens, bumper stickers, etc.)
12. Sports publicity and statistical services

Normally, University Communications does not provide services for:

1. Classroom audio-visual materials
2. Charts
3. Hand-lettered posters or certificates
4. Signs
5. Overhead projection slides
6. Research
7. Internal departmental forms
8. Design/typesetting for classroom materials

Advance Scheduling of Printing Projects

1. In April, each department should evaluate the need for printed pieces (forms, brochures, etc.) and present any requests to the appropriate Dean/Director for approval.
2. Dean/Director will forward approved request through the appropriate executive officer to the Director of University Communications in May. Requests will be used to establish the printing budget and work schedule for the upcoming fiscal year.
3. When fiscal and staff resources are inadequate to meet all project requests, a priority schedule will be mutually determined by the Director of University Communications and the appropriate executive committee member(s). 
   NOTE: In the case of recruitment materials, the Executive Director of Admissions and Student Development and other appropriate Executive Committee member will be involved in setting priorities.
4. Projects requested after the Advance Scheduling Period will be accepted on a time-available basis. 

Advance Scheduling of Publicity, Support Services for Activities, Programs and Event

1. Follow procedures for Advance Facilities Scheduling. A copy of the Master Scheduling Form is routed through Information Services. Activities or events automatically will be placed on the University calendar(s) as appropriate, and will be covered by news releases and public service announcements.
2. If additional support services are desired (paid advertising, printed announcements or invitations, etc.), notify Information Services and fill out a "Services Request Form" (see sample). Allow as much lead time as possible to insure timely delivery of a quality product.

Copy and Design Approval

Departments requesting work will be consulted on copy and design decisions affecting their work.

1. Manuscripts will be presented for approval. Requesting department personnel will be final authority on technical accuracy of copy; Information Services will determine style and format. In the case of recruiting pieces such as brochures describing academic programs, the Executive Director of Admissions and Student Development also will be part of the approval process. The appropriate Executive Officer will always receive a copy for information.
2. For brochures and multi-page printed pieces, a preliminary design layout will be presented to the requesting department for approval. When appropriate, this will include proposed photo selections. In the case of recruiting pieces, the Executive Director of Admissions and Student Development will be included in the approval process.
3. Individuals or departments requesting paid advertising, news releases, or similar material will be consulted for changes of corrections before final copy is published if sufficient lead time has been allowed to make this procedure feasible.

Procedures for Submitting Work Requests to University Communications

1. Whenever possible, follow "Advance Scheduling" guidelines.
2. Work requests should be accompanied by a "Services Request Form" with the signature of the appropriate account manager, dean or director.
3. Allow a minimum of four weeks lead time for copy editing, design and keylining of departmental brochures and multi-page printed documents. This is in addition to lead time required by Graphics Center. Since there are many variables that affect time requirements for producing printed pieces or slide-tape presentations, please consult University Communications early to set up a mutually satisfactory production schedule. 

NOTE: There is no charge to departments for services and materials directly provided by University Communications. However, most jobs require further processing either on or off campus after leaving this office (printing, screening, processing of film, etc.) and there are charges for these services, either to the department requesting the work or to University Communications, depending on the agreement reached by the Director of University Communications and the appropriate member of the Executive Committee. Therefore, University Communications must be assured the project is authorized by the appropriate supervisor. Auxiliary services units will be required to pay for the cost of all Graphics Center and off-campus services.