Purpose Scope Policy Procedure

Revisions have been made to this policy to comply with the UNCW Visual Identity Program and Publications Guide, which was approved by the UNCW Cabinet in September 2002.  Revisions are not marked due to the numerous modifications made.

Scope

Policy

The UNCW Visual Identity Program and Publications Guide, which was approved by the UNCW Cabinet in September 2002, is the official source for information concerning university publications for off-campus or public distribution.   The guide may be accessed on the World Wide Web at http://www.uncw.edu/news/guidelines/intro.html A brief summary concerning external university publications is provided below.




University Visual Identity Program.  

It is the policy of UNCW that all visual communications bear its name and be consistent with uniformly high professional standards in content and appearance. This includes all colleges, schools, departments, programs and units of the university.

The UNCW visual identity program applies to all visual communications that represent the university to a significant audience, either internally or externally. This includes, but is not limited to printed publications, Web sites, shirts, video productions, exhibit materials, specialty items, and signage for buildings and vehicles. Any visual materials paid for in part or wholly by university funds or public and private grants awarded to the university and funds given to the university through its foundation are included in this program.

Any deviation from these policies, guidelines and standards must be submitted to the assistant to the chancellor for university relations.

The creating university department is responsible for the content, accuracy and proofing of all external publications.

               
Advance Approval Requirements.

Prior to printing, all publications of the University of North Carolina at Wilmington must be authorized by the budget authority for the university account to be charged. Additional advance approvals are required for external university publications as indicated below.  

b.    Approval by University Relations.

The Office of University Relations is responsible for final review and sign-off on the design of the following items:

• Admissions publications used in recruiting and admitting students (including viewbook, junior mailer)
• Publications used for fund raising to support academics and athletics, including Seahawk Club publications
• Newsletters
• Publications for alumni
• Posters and brochures for major campus events in which the general public is the targeted audience
• Major publications, primarily four-color, such as the covers of the university telephone directory, parents’ guide and catalogue
• Video productions for student recruitment, marketing and fund raising
• Display advertisements, excluding personnel ads. This includes those in which the university’s name or affiliation is used in conjunction with any commercial venture and ads in which the university or an employee appears to convey endorsement of a product
• Custom-screened T-shirts
• Embroidered golf shirts
• Promotional/specialty items
• Signage for buildings and vehicles (in coordination with Campus Services and Auxiliary Services)



Purchasing Services must receive notice of approval from the Office of University Relations before a purchase order can be issued to the vendor for applicable items (i.e., advertisements, shirts, etc.).

 
c.    Public Service Publications.
 
All graphic design and print publications, advertisements, flyers, etc., describing Division for Public Service and Continuing Studies conferences, courses, workshops, programs, organizations, etc., must be approved by the assistant to the vice chancellor for community affairs who will assure compliance with UNCW’s graphic identity and technical standards. Additionally, this individual oversees production of news releases, media promotions, advertisements and works in collaboration to ensure compliance with guidelines for electronic communications, video production, photo and slide reproduction, promotion and direct mail for events sponsored by or in association with the Division for Public Service and Continuing Studies.
 
d.    Athletics Publications.
 
The sports information director is responsible for all publications, Web pages, news releases, etc. relating to UNCW intercollegiate teams and student athletes.

 
e.    Student-Related Publications.

The artist/illustrator with the Office of the Vice Chancellor for Student Affairs executes the design of publications serving departments within the Division of Student Affairs and will assure compliance with UNCW’s graphic identity and technical standards.

 

• Prepare publications in accordance with the university visual identity program as outlined in the UNCW Visual Identity Program and Publications Guide. The guide may be accessed on the Web at http://www.uncw.edu/news/guidelines/intro.html.
• Ensure that the publication provides accurate and current information.


2.     Printing of Publications.
 

• Contact UNCW Printing Services customer service to determine if a publication can be printed on campus or must be sent off campus for competitive bidding.
• Send to UNCW Printing Services all printing and duplicating requests that are within the capabilities of the on-campus facilities.
• For additional instructions on printing external publications, follow the guidelines in the UNCW Visual Identity Program and Publications Guide. Additional information may also be found on the printing services Web site and in Procedure AUX 5.10.