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Steps for Requesting Marketing Services

Upon the approval of the Director of Marketing and Communications, the Office of Marketing and Communications provides graphic design, writing, and  photography services for the creation of marketing materials, including but not limited to press releases, advertisements, brochures, posters, flyers, signage, invitations, programs, advertising specialties, postcards, schedules, catalogs, and specialty items. Employees who wish to request services from the Office of Marketing and Communications should follow the procedures listed below and then complete and submit the appropriate request form.  The deadlines listed do not include printing.

Sponsors of student associations, organizations, and honor societies are responsible are preparing and distributing press release and promotional materials for their student groups.  Copies of such materials should be provided to the Office of Marketing and Communications in conjunction with or prior to their release to the media.

Procedures

  1. When marketing services are needed the person with budgetary responsibility for the program area or that person's designee completes the appropriate form found on this page for their requested marketing service.

  2. Forms may be submitted to the Office of Marketing and Communications via fax at (979) 532-6493 or through campus mail.

  3. It is the requestor’s responsibility to confirm with the Office of Marketing and Communications that the form has been received.

  4. Employees are encouraged to plan well in advance for their projects.  Once the project has been approved by the Director of Marketing and Communications and all information required to produce the requested materials has been received by the Office of Marketing and Communications, the office will require a minimum number of days to complete projects as indicated below:

 

Advertisements (30 work days)

All print advertisements promoting the college, except for those pertaining to employment and public notices, must be created by the Office of Marketing and Communications.  Advertisements may also include banners, flyers, posters and art for specialty items.    Employees are encouraged to plan six months in advance for their print advertisements.

Advertising Request Form

Approvals of Materials Created Outside the Office of Marketing and Communications (10 work days)

Employees may choose to create marketing materials within their departments.  These materials must be approved by the Office of Marketing and Communications prior to their dissemination to the public.   Materials used for internal distribution purposes for employees do not require approval by the Office of Marketing and Communications.

Approval Request Form

Certificates (15 work days)

Employees should refer to College Regulation 732 Certificates for information pertaining to requirements for and types of certificates that may be produced.

Certificate Request Form

Logo (5 work days)

Copies of the college’s logo may be found on the college’s intranet site.  Employees should use the posted logos, unless the posted logos do not fit their need.  In this event employees may request a logo from the Office of Marketing and Communications.

Logo Request Form

Collateral Materials (brochures)

The Director of Marketing and Communications will create a timeline for production for brochures, as the writing and design can vary greatly in scope and must be scheduled according to the complexity of the project.

Collateral Material Request Form

News Release (20 work days)

News Release Request Form

Photography Services (10 work days)

Photography services for publicity purposes may be scheduled through the Office of Marketing and Communications.  Services funded by the Office of Marketing and Communications must be approved by the Director of Marketing and Communications.  The Office of Marketing and Communications has limited funding for photography services and reserves the right to decline or approve photography services funded through its office.

The Office of Marketing and Communications requires completed publicity release forms and photographer release forms to be held on file in its office prior to the release of any materials used for specific marketing purposes that contain photographs of subjects or photographs that have been taken by others.  Photographs containing images of students participating in intercollegiate sports and fine arts activities (art, drama, band choir, and speech) are exempt from this requirement.

Request for Photography Services
Photographer Release Form (permission to use a photo) (under construction)
Photographer Identification Form (identification of subjects)
Publicity Release Form

Specialty Items (10 work days)

Marketing specialty items are available on a limited basis to support college recruitment activities throughout the year and may be reserved.  Departments that routinely engage in annual events are encouraged to plan and budget for specialty items to support those activities.

Specialty Items Request Form

Table Top/Floor Display Requests (10 work days)

The Office of Marketing and Communications has a table top display and floor display available for employees to use when they rent booths at community events, recruitment fairs, job fairs, and business fairs.  The displays are available on a first reserved basis and must be returned to the Office of Marketing and Communications the following business day after any event.

Table Top/Floor Display Request Form

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