University of Houston-Victoria
Policies

Communications and Marketing

Section: General Index: A-42

Statement Of Principles:

The responsibility for a university’s image lies with Marketing & Communications, as assigned by the President. However, each department, faculty and staff member of the University plays a role in establishing and preserving the image of UHV. Through collaboration and coordination, offices and programs may draft marketing pieces, campaigns and strategies which meet unit goals while reinforcing the University’s overarching message and image. At the same time, Marketing & Communications can assist departments in developing pieces which reflect well on the University as a whole and, through its media relationships, assist departments by coordinating the release and promotion of news items. Finally, open communication regarding marketing efforts in progress ensures that all affected personnel are able to respond to constituent queries in an informed and timely fashion.

Policy:

Marketing & Communications coordinates all media communications and is responsible for all marketing pieces of university impact. Marketing pieces initiated by other departments that will be used only on campus are to be reviewed by Marketing & Communications for consistency with the University’s values, strategic initiatives and commitment to quality. Marketing pieces initiated by other departments that will be used or placed off campus also will be reviewed by the University President. Final approval and responsibility for departmental marketing pieces lies with the corresponding Cabinet-level supervisor overseeing the unit, Marketing & Communications and the University President (if the piece will be used or placed off campus).

Purpose:

The purpose of this policy is to ensure consistent marketing and communications for the University of Houston-Victoria.

Procedures:

Media/Public Relations

All news media inquiries about UHV, except athletics inquiries, should be referred to the Communications Manager under the supervision of the Director of Marketing & Communications. All sports media inquiries about UHV should be referred to the Sports Information Specialist under the supervision of the Director of Athletics. Departments should inform the Communications Manager at least 24 hours in advance if the media plan to visit campus to cover a non-athletics UHV event or activity or if the media contact a faculty, staff or student and request to interview them about a non-athletics subject. If the media arrive on campus without prior notice, Marketing & Communications should be notified as soon as possible.

News Releases

Drafts of news releases or requests for writing news releases should be sent at least two weeks prior to release to the Communications Manager. Requests to write news releases should be submitted to the Communications Manager through the Project Request System. The Communications team will either write and get approvals for the news release or edit the submitted draft.  The Communications Manager will make the decision whether to send out the news release in UHV NewsWire or another format. Note that more than two weeks may be required on some requests depending on the complexity of the project and the volume of news releases at that time. All athletics press releases should go through the Sports Information Specialist.
All press releases will include the following information at their conclusion.

“The University of Houston-Victoria, located in the heart of the Coastal Bend region, offers courses leading to 70 bachelor’s and master’s degree programs and concentrations in the schools of Arts & Sciences; Business Administration; and Education, Health Professions & Human Development. UHV provides face-to-face classes at its Victoria campus, as well as teaching sites in Fort Bend and Harris counties, and online classes that students can take from anywhere. Since its founding in 1973, UHV has provided students with a quality university education from excellent faculty at an affordable price.”

Note that the Library, which is jointly operated by UHV and Victoria College, has the option of using either institution for writing news releases. News releases for the Library will use the full name of the Library (Victoria College/University of Houston-Victoria Library) and, as appropriate, will reflect that the Library serves both institutions.

Photos

Departments, offices and schools needing photos taken for an event should call the Communications Manager at least two weeks prior. The Communications Manager may then help coordinate a photographer for the department, office or school, or assign the request to the Communications team. A UHV photo release form should be completed by anyone appearing in a photo that will be used for University marketing or communications purposes.

Alternately, a notice may be displayed prominently or wording may be placed on an invitation for university events where a UHV department intends to have pictures taken with the intent of using these pictures in university marketing or communications pieces. The notice or invitation should advise people attending the event that photos may be taken and used in UHV print or digital communications, or marketing materials and that they should speak to the sponsoring department if they wish to attend but not have their picture used in this way. If the sponsoring department receives such a request, it is that department’s responsibility to ensure its compliance. This is the statement that should be used:

“Photos are being taken at this event and may appear in UHV print or digital communications, or marketing materials. Please notify [name of UHV sponsoring department] if you wish to attend but not have your picture used in this way.”

Marketing Materials

All marketing materials should include the university logo, if appropriate, and should either be reviewed by the Creative Services Manager and the Director of Marketing & Communications or designed by the Creative Services team. Marketing pieces initiated by other departments that will be used or placed off campus also will be reviewed by the University President. Marketing materials include, but are not limited to, the following:

  • Newsletters
  • Brochures
  • Flyers
  • Postcards
  • Certificates
  • T-shirt designs
  • Promotional items
  • Banners
  • Signs
  • Advertisements (not including classified-type ads)
  • Other media bearing the university logo

Requests to design marketing materials should be submitted to the Creative Services Manager through the Project Request System at least two weeks prior to the date the materials are needed. The Creative Services team will design the marketing materials during that time period.

Note that more than two weeks may be required on some requests depending on the complexity of the project and the volume of projects at that time.

If reprints are needed of marketing materials originally printed through or by Marketing & Communications, the school, department or office should make the request to Marketing & Communications. Marketing & Communications will make sure the latest approved version is reprinted in order to insure quality.

The Library, which is jointly operated by UHV and Victoria College, will develop marketing materials with input from both institutions and will clearly reflect that the Library serves both institutions.

News Release and Marketing Approval Processes

General criteria for all news releases, marketing and advertising materials include:

  • The piece should effectively represent university values;
  • The piece should address one or more of the university’s strategic initiatives; and
  • The quality of the piece should reflect well on the university.

News releases will be approved by all quoted sources or the head of the department requesting the copy. If the release is about a university-wide issue, an issue where the university is receiving national recognition or a significant university happening, the approved copy then will be forwarded to the President, or his designee in his absence, with a draft quote for his approval before it is released.

Final approval for school-, department-, and office-specific marketing pieces lies with the corresponding Cabinet-level supervisor overseeing the unit, Marketing & Communications and the University President (if the piece will be used or placed off campus).

University Seal

The seal is the official, academic symbol of the University. It is not to be used interchangeably with the UHV logo.  The seal is reserved for academic use only by the Office of the President and the Provost’s Office. Other uses must be approved by the Director of Marketing & Communications.

Non-Discrimination Statement

The following non-discrimination statement should be used when appropriate in all UHV recruitment and employment materials:

“The policy of UHV is to ensure equal opportunity in all its educational programs and activities, and all terms and conditions of employment without regard to age, race, color, disability, religion, national origin, veteran’s status, genetic information or sex (including pregnancy), except where such a distinction is required by law. Additionally, UHV prohibits discrimination in all aspects of employment and educational programs on the basis of sexual orientation, gender identity or gender expression.  Employees with disabilities, and students, employees and visitors to campus with inquiries and/or complaints regarding Title IX (sexual misconduct), may direct questions to Laura Smith, director of human resources/equal opportunity/Title IX coordinator, at University West, Room 117, or (361)570-4800, or to the U.S. Department of Education Office of Civil Rights (800)421-3481. Students with disabilities needing assistance may call Cheryl Worley, manager of disability services and at-risk programs, at University North, Room 214H, (361)570-4287.”

American with Disabilities Act (ADA) Statement

The following ADA statement should be used on all invitations, announcements and marketing or promotional pieces for special events. Fill in the name or office, phone number and date accordingly.

“Persons with disabilities who desire accommodations should contact [name or office] at [phone number] by [date].”

Or

“Accommodations on the basis of disability are available by calling [name or office] at [phone number] by [date].”

UHV Facilities

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.”

Signature obtained                          8/11/16
Raymond V. Morgan, Jr., Ph.D.          Date
President

Next review date: July 2021
Origination: Communication and Marketing