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University of Houston - Victoria

Office of the Vice President for
Administration and Finance

SECTION: GENERAL INDEX: A-42
SUBJECT:
COMMUNICATIONS & MARKETING

POLICY

All communications involving public or media relations are to be channeled through the Office of Communications and Marketing.

PURPOSE

The purpose of this policy is to ensure consistent communications about the University of Houston-Victoria. The Director of Communications and Marketing should approve any exceptions to this policy.

PROCEDURES

Media Relations - The Director of Communications and Marketing is responsible for carrying out the university’s public information and media relations programs.

All news media inquiries about UHV should be referred to the Director of Communications and Marketing. Departments should inform the Office of Communications and Marketing at least 24 hours in advance if the media plans to visit the campus to cover a UHV event or activity. The Office of Communications and Marketing should also be notified as soon as possible, even after the fact, if the media arrived without prior notice.

Press Releases - Drafts of all press releases should be sent, at least five business days priorto release, to the Director of Communications and Marketing who will review, finalize and return them within the same five-day period. Press releases need to be distributed on official UHV news release paper available from the Office of Communications and Marketing.

Each department is responsible for distributing press releases to the media. Final copies of allpress releases submitted by any department to the media should be sent to the Office of Communications and Marketing. Recurring press releases will only need a one-time review from the Office of Communications and Marketing. A press release format will be provided to each department and is available on the UHV website.

All press releases should include the following information at their conclusion:

The University of Houston-Victoria, located in the heart of the 15-county Coastal Bend region, is an upper-level institution that offers undergraduate and graduate students more than 30 programs and concentrations in the Schools of Arts & Sciences, Business and Education. A faculty of experts at UHV provides students individual attention to help them succeed, whether learning in a classroom or online. Although it primarily serves commuting students from Victoria and surrounding counties, UHV also offers degree programs, in collaboration with other UH System institutions, at off-campus centers in Fort Bend County and offers courses at a number of other off-campus sites in the region. Since its founding in 1973, outreach, community partnerships and collaboration have characterized UHV’s history and mission.

Publications - The format and design for all publications, including newsletters, brochures, flyers, and certificates should be reviewed by the Director of Communications and Marketing. This rule also applies to t-shirt designs, promotional items, banners, signs, and anything using the university logo. Departments should submit a final copy of all publications to the Office of Communications and Marketing.

Advertising – Departments should submit drafts of all advertisements, both print and electronic communications, at least five business days priorto release or placement, to the Director of Communications and Marketing who will review, finalize and return them within the same five-day period. Drafts should be submitted with a completed advertising form available on the UHV website. The UHV logo should be included in all advertisements per specifications included in the graphics standards. Departments should submit final copies of all advertisements to the Office of Communications and Marketing. Advertising procedures also apply to the following:

  1. Internet Postings

Refer to the web standards manual and graphic standards manual for policies and procedures.

  1. UHV Facilities

Community organizations utilizing UHV facilities may be required to carry the following disclaimer when publicizing their event and/or activity:

“The views expressed by __________________________ do not necessarily reflect those of the University of Houston-Victoria.”

  1. Equal Opportunity Statement/Affirmative Action

The following equal opportunity statement must be included on all publications and advertisements intended for external audiences (i.e. current and prospective students, current and prospective employees, in addition to the public in general):

'Equal Opportunity University'

Signature obtained                  2/26/03
Karen S. Haynes, Ph.D.         Date
President

Next review date: February 2005
Origination: Office of University Advancement