SUBJECT: Advertising, Marketing, and Public Relations

POLICY #: ADVN 101

AUTHORIZED BY: Assistant Dean for University Advancement 10/31/07

APPROVED BY: Regional Campus Dean 10/31/07

 

  1. PURPOSE

    1. The purpose of this policy is to protect the overall image of USC Sumter.
    2. This policy also offers assistance in developing a consistent message.
  2. POLICY

    University Logo and Name

    The University of South Carolina Sumter name, logos, including logos for intercollegiate athletics, and trademarks are protected under federal law. They may only be used with the express, prior, written permission of the University. Currently, approved photographs and versions of the University logo, name, and image may be used by faculty without further approval in classroom and scholarly presentations and handouts. Garnet and black are the official colors of the University of South Carolina. Garnet and white are the official colors of USC Sumter. If the USC Sumter logo is to be used on promotional materials (t-shirts, key chains, pens, etc) the final version of the logo must be approved by the Marketing and Public Relations Department before being sent to the vendor. Logos may not be faxed to vendors. Email version of logos must be in the appropriate format.

    Inks

    In print material several ink colors can be used as approximations for garnet and each use may require a different combination for best effect. In a 1-color (garnet) use, Pantone® ink colors PMS200 (on uncoated stock) or PMS201 (on coated stock) can be used. These inks give very different results on different papers. In a 2-color (garnet and black) use, the ink choice for garnet may need to be adjusted for paper and to provide sufficient contrast with the black ink. In 4-color process work the following are good guidelines:
    Uncoated stock--0% cyan, 100% magenta, 65% yellow, and 15% black
    Coated stock--0% cyan, 100% magenta, 65% yellow, and 25% black

    Web and Video

    Web page viewing of colors varies by monitor and viewing conditions. The USC Sumter web pages use a Web safe RGB of 990000

    Interview Requests From Media

    As a public university supported with tax dollars, USC Sumter has a responsibility to be open and responsive to requests for information from the public and the news media.

    Faculty and staff are encouraged to give interviews to the media when asked, and to provide information on matters within their field of expertise in a timely and courteous manner. Faculty and staff are strongly encouraged to contact the Marketing and Public Relations Department before agreeing to an interview as an official representative of USC Sumter. The Marketing and Public Relations Department serves as a tool to help reporters find the right person to interview for a topic. Faculty and staff are free to grant interviews as private citizens in an unofficial capacity. It is incumbent on the individual to ensure that the journalist clearly understands the capacity in which the individual is speaking.

    Employees who are not experienced in handling questions from the media are encouraged to contact the Marketing and Public Relations Department for tips on interviewing (i.e. answering questions for print media versus broadcast) or to address any concerns.

    Media Spokesperson

    The Director of Marketing and Public Relations serves as a University spokesperson and conveys the official University position on issues of general university-wide impact or significance and in the event of emergencies.

    In the event of a crisis or emergency situation, the Director of Marketing and Public Relations will handle contacts with the media, and will coordinate the information flow from the University to the public. In such situations, all campus departments should refer calls from the media to the Marketing and Public Relations Department.

    Media Policy

    Journalists may take photographs and video footage on the USC Sumter campus with permission from the Marketing and Public Relations Department. News media representatives – including print, TV and radio reporters, TV photographers, sound engineers and newspaper photographers – are required to seek permission from the Marketing and Public Relations Department prior to entering classrooms, libraries, laboratories or other facilities for the purpose of developing stories or reporting the news. This policy applies to any type of photography: still, video and film. To shoot inside any USC Sumter building, cameramen must be accompanied by the Marketing and Public Relations Director or a designated University official. Advance notice is requested. Although, the campus welcomes media, as well as the general public, there may be times when access is denied during an emergency or other campus imposed restriction. Faculty members may use campus and/or student photographs for use in classroom and scholarly presentations. If photo is used for publication, student must sign a release form.

    Release Forms

    When journalists and other professional photographers (see above) are taking on-campus photos, a photo release form must be signed by students who are “singled out” in a particular photo or video footage. It is not necessary to have signed releases for large group photos.

    Marquee

    The marquees located around the campus belong to the University of South Carolina Sumter. Message requests for the marquees should come to the Marketing and Public Relations Department. Businesses or organizations who use USC Sumter facilities (Nettles Building) may occasionally place a message on one of the marquee signs, if space is available and the message is deemed appropriate by the Marketing and Public Relations Director.

    University of South Carolina Sumter Publications

    All publications and printed materials, both new and established, which are charged against any University account, must be approved through the Marketing and Public Relations Department. Written or graphic materials designed for external audiences should come through the Marketing and Public Relations Department for review and approval before being printed and distributed. The Marketing and Public Relations Department is available to proof and edit written or graphic materials printed by other departments. The materials should be submitted in a timely manner with at least 4 business days allowed for proofing of written materials and 10 business days allowed for design. These include but are not limited to: promotional publications, news articles, information, or public service publications that are issued on a continuing basis for external distribution including newsletters, journals and essays. Currently approved photography, versions of the institutional logo, name and image, may be used by faculty without further approval in classroom and scholarly presentations and handouts.

    On Course Magazine

    The University of South Carolina Sumter magazine, On Course, is printed twice a year in the fall and spring. Advertising space in the USC Sumter magazine will be handled according to the following guidelines:

    News Releases

    News releases about USC Sumter may only be issued through the Marketing and Public Relations Department. Departments may draft potential news releases and forward them to the Marketing and Public Relations Department for review, verification, and distribution if needed. Departments are urged to work closely with the Marketing and Public Relations Department to ensure timeliness and meet deadlines. This policy is not intended to restrict or censor any release of factual information, but rather to ensure that news is issued from fully informed sources who are accustomed to dealing with news media and external constituencies.

    Advertising

    All University advertising, except for faculty and staff positions, must be approved by the Director of Marketing and Public Relations before it is placed in publications, on the radio or on television. Text and design of all publications prepared for external audiences must be reviewed and approved by the director of university relations prior to printing, with enough advance notice to allow scheduling of a proper review.