Legal Requirements

All publications must contain a publication date (month and year).

State of North Carolina regulations require a cost statement on print documents in quantities of 200 or more that utilize state funds and are intended for external distribution. Only documents printed for the sole purpose of sale to the public are excluded from use of the cost statement. The term “cost” includes printing costs in the form of labor and materials and other identifiable design, typesetting and bindery costs. Mailing costs are not to be included with this statement.

If an agency fails to comply with this section, then the agency’s printing budget for the fiscal year following the violation shall be reduced by 10 percent. (G.S. 143-170.1 (a3)).

0000 copies of this public document were printed at a cost of $000 or $000 per copy (G.S. 143-170.1).

This statement should appear on the back or inside back cover of a publication.

Publications printed with non-state funds must comply with the university logo policies (see page 18) and other publication guidelines.

Bulletins, announcements, publications, catalogs, application forms or recruitment materials distributed to the school community, including all applicants for admission and employment, students and parents or guardians of elementary and secondary school students, employees, sources of referral of applicants for admission and employment, and all unions or professional organizations holding collective bargaining or professional agreements with the recipient must include the following statement:

UNCW is an EEO/AA institution. Questions regarding UNCW’s Title IX compliance should be directed to titleix@uncw.edu.

If space is available:

UNC Wilmington is committed to and will provide equal educational and employment opportunity. Questions regarding equal opportunity may be directed to the EEO/AA Officer, (910 962-3160. UNCW does not discriminate on the basis of sex. Questions regarding UNCW’s Title IX compliance should be directed to titleix@uncw.edu.

Or:

The University of North Carolina Wilmington is committed to and will provide equal educational and employment opportunity for all persons regardless of race, religion, color, national origin, ethnicity, sex, pregnancy, gender identity or expression sexual orientation, age, political affiliation, National Guard or veteran status, genetic information, disability or university constituents – except where sex, age or ability represent bona fide educational or occupational qualifications or where marital status is a statutorily established eligibility criterion for state-funded employee benefit programs. Questions regarding equal opportunity may be directed to the EEO/AA Officer, (910) 962-3160. Questions regarding UNCW’s Title IX compliance should be directed to titleix@uncw.edu.

If space is limited for web advertising or small print ads:

An EEO/AA Institution

The following statement about program accessibility should be used on advertisements, brochures and flyers publicizing events to which the general public is invited. Publications should include the TTY Relay number, (800) 251-5325.

• If you are a qualified individual with a disability and desire assistive devices, services or other reasonable accommodations to participate in this activity or program, please contact (the sponsoring office) at (phone number) during the business hours of 8 a.m. to 5 p.m. to discuss accommodations at least seven days prior to the start of the program or activity
• Accommodations for disabilities may be requested by contacting (the sponsoring office) at (phone number) at least seven days prior to the event.

For publications:

This publication is available in alternative format on request.

Personal cell phone numbers are prohibited from inclusion; only UNCW official phone numbers are appropriate.

Departments need only provide alternative format documents after a request is made. However, a plan to provide information in alternative format must be in place so that the requestor can receive the document within a reasonable period of time. Required university reports, such as a Campus Crime Report, must have alternative formats ready upon request.

Most publications – recruitment brochures, calendars of events, newsletters, marketing literature – do not need a copyright registration. Information on copyright law and registration is available from the Office of the General Counsel.

North Carolina state government agencies are required by law (G.S. 125-11) to deposit multiple copies of their publications with the North Carolina State Publications Clearinghouse of the State Library of North Carolina. UNCW Library is one of the depository libraries which is designated to receive and maintain state publications and make them available to the public.

Definitions

Document means “any printed document including any report, directory, statistical compendium, bibliography, map, regulation, newsletter, pamphlet, brochure, periodical, bulletin, compilation, or register, regardless of whether the printed document is in paper, film, tape, disk, or any other format.” (G.S. 125-11.6)

A state publication means “any document prepared by a state agency or private organization, consultant, or research firm, under contract with or under the supervision of a state agency: Provided, however, the term ‘State Publication’ does not include administrative documents used only within the issuing agency, documents produced for instructional purposes that are not intended for sale or publication...” (G.S. 125-11.6)

Deposit of Items

When a print or digital publication is produced by a state agency, the agency must submit both paper and digital formats, within 10 days of issuance, to the North Carolina State Publishers Clearinghouse.

Quantities to Send 

Print publication for sale.............5 copies

Print publication not for sale.....10 copies

Publication digital only........1 digital copy

Publication both print and digital.............. send 1 digital and appropriate number of print copies as stated above.

Publications only distributed through the agency’s website: send digital publications to slnc.digitaldocs@ncdcr.gov or request access to the clearinghouse’s Dropbox. Printed publications are usually created in a digital format and then printed. Even if the publication is not distributed digitally, the State Publications Clearinghouse would like a digital file of each publication to be added to the digital repository of publications.

Publications to Send

• Course catalogs
• Exhibition catalogs
• Alumni publications for entire university
• University magazines
• Commencement materials
• Histories
• Annual reports
• Progress reports
• Student handbooks (if not primarily a day planner or calendar)
• Chancellor reports
• Publications from university institutes/centers
• Department/faculty newsletters* - These are decided on a case-by-case basis. Please send a copy and the clearinghouse will let you know if it is to be included on the publications list.

Exempt Publications

• Student handbooks (if primarily a day planner or calendar)
• Alumni publications for specific departments
• Application materials
• Recruitment and promotional materials
• Materials geared to parents
• Daily student newspapers
• Administrative documents supporting day-to-day business
• Training materials used within the university
• Manuals and handbooks for internal use
• Budgets
• Contracts
• Activity announcements and calendars that will be out-of-date within three months
• News releases

Contact

Denise Jones
State Publications Clearinghouse Liaison
(919) 807-7445
(919) 733-1843 fax
denise.jones@ncdcr.gov

Mail Publications to

State Publications Clearinghouse
State Library of North Carolina
4643 Mail Service Center
Raleigh, NC 27699-4643