OU Administrative Policies
and Procedures
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488 University Communications
SUBJECT: | UNIVERSITY COMMUNICATIONS |
NUMBER: | 488 |
AUTHORIZING BODY: | UNIVERSITY COMMUNICATIONS AND MARKETING |
RESPONSIBLE OFFICE: | UNIVERSITY COMMUNICATIONS AND MARKETING |
DATE ISSUED: | OCTOBER 1985 |
LAST UPDATE: | JUNE 2021 |
RATIONALE: This policy assigns responsibility for all aspects of creating, managing, and authorizing Oakland University's external communications through its centralized communications and marketing department. | |
POLICY: Communications1 Intended for External Audiences University departments preparing publications (newsletters, magazines, booklets, fliers, program brochures, posters, signs, etc.), advertisements (electronic and print), photographs, Web pages, and/or audio-visual presentations intended for an external audience2 must first contact the University Communications and Marketing Department (UCM). UCM must approve all external audience communications. | |
SCOPE AND APPLICABILITY: All University departments and employees must adhere to this policy when creating or distributing communications directed to an external audience. | |
DEFINITIONS: Communications include, but are not limited to: advertisements, web pages, web stories/articles, photographs, publications, press releases, media interviews and requests, etc.
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PROCEDURES: 1. UCM will review and authorize each print project, then assign each project a job number and either: a. Write, edit, design, and produce the piece(s) and arrange for printing; b. Assign the job to an authorized off-campus vendor for editorial, graphic and print production; or c. Work closely with campus representatives to complete the project within University standards for the intended audience. In most cases, the originating department will be responsible for costs associated with producing a quality project whether the project is completed by UCM, another campus department or an external vendor. 2. Digital advertisements, web pages, videos, and audio-visual promotional programs will also be assigned a job number or, in most cases, be executed or coordinated by UCM. At its discretion, UCM may assign such jobs to authorized off-campus vendors for production. 3. UCM has responsibility for final approval of all text, messages, design, photographs, press releases, plus coordinating media interviews and requests, web page content, and the design, graphic representations, and artwork for work it prepares and for vendor-assigned jobs. 4. The authorized vendor(s) and/or campus representatives will operate under UCM direction with regard to editorial style (including approved University facts), graphic standards, and University messages and images. UCM will supply the vendor(s) with editorial and graphic style guidelines and updates as appropriate. 5. The University Services Department will process OU-branded print requisitions that bear the approval of UCM. 6. Webmasters must work with UCM on the design and accessibility of web sites or web tools prior to launching a web site. Webmasters will be required to make adjustments to meet University standards. 7. Marketing and employee videos and multimedia presentations produced by OU’s Classroom Support and Instructional Technical Services (CSITS) must receive approval by UCM. UCM will review and approve the material for content, design, and messages prior to distribution and may require changes to meet University standards. 8. All University advertising placement/buying must be coordinated through the University’s centralized media buying process by contacting UCM to ensure 1) appropriateness and consistency of University messaging and images and 2) that the University receives the most competitive rates possible for all its advertising purchases, and 3) advertising does not compete with other University ad campaigns. 9. Departments preparing publications for large groups of employees for the purpose of communicating University business outside of a memo (i.e. newsletter, video, multimedia presentation), should follow the above steps. Departments preparing materials that will be seen or used by small groups of internal audiences or used with students in the classroom may either: a. Handle their own arrangements for formats based on the University's brand guidelines and graphic identity standards, where applicable; or b. Contact UCM which will suggest production arrangements for the department. | |
RELATED POLICIES AND FORMS: OU Policy #420 Broadcast Email Procedure OU Policy #425 Broadcast Text Messaging OU Policy #450 Licensing of University Name, Logo, and Symbols | |
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