Commissions are responsible for following University and Educational Equity policies and procedures regarding publications and promotional items, including use of commission visual identity, Penn State mark, and required statements. Both University and Educational Equity policies are in place to ensure editorial quality and consistency, and a general understanding of these policies by both commission members and the liaison will help to ease the review and revision process of promotional items.
To ensure the best possible adherence to these required policies, all marketing efforts should exist within a shared system of correspondence between commission members and their appointed Educational Equity liaison.
Promotional recruitment items include, but are not limited to:
- Flyers (Promotion and Tenure Symposium flyer, CFW one-sheeters)
- Brochures (CORED, CLGBTE, CFW)
- Programs (ex. CFW awards luncheon program)
- Postcards (ex. CFW luncheon datesaver postcard)
- All promotional items (ink pens, key tabs, sticky notes, totes, folders, lapel pins, t-shirts, magnets, etc.)
The Marketing Process:
- Consult your resources
- Prepare your materials
- Review and approval
- Print Portal Process
- Choose the appropriate vendor
1. Consult your resources
a. Detailed information regarding University publication standards and Educational Equity guidelines is readily available in Guidelines for Publications Produced in the Office of the Vice Provost for Educational Equity.
b. The Department of University Publications website, www.publications.psu.edu, includes information about:
i. Producing publications
v. University Editorial Manual of Style
vi. University Visual Standards Manual
vii. University Web Style Manual
viii. The University Editor Representative System
c. Policy AD61 UNIVERSITY MARKETING AND COMMUNICATIONS (Formerly University Communications Through Advertising, Publications and Media Relations.)
d. Social Media Guidelines (Social Media at Penn State: Guidelines for University Communications and Marketing Professionals)
2. Prepare your materials
Before marketing activities begin, the commission must ensure that the item fits review-ready standards.
a A review-ready promotional item can be defined as one that properly displays:
i. Accurate and complete information
ii. Correct grammar, spelling, and punctuation
iii. Penn State mark
iv. Approved commission visual identity
v. Nondiscrimination and ADA statement
For questions regarding the proper use of these graphic elements and required statements, please refer to the Guidelines for Publications Produced in the Office of the Vice Provost for Educational Equity or contact your Educational Equity liaison.
3. Review and approval
a. Once the promotional item contains the necessary details, the commission members should send all their materials to the Educational Equity liaison.
i. Any materials submitted directly to the University Editor Representative or Web/Publications coordinator from a commission member rather than via the liaison will be returned to the sender.
b. The liaison will review the item, correspond with the appropriate commission contact, and forward the materials to the University Editor Representative.
c. All marketing materials to be printed for distribution will be reviewed and edited by the University Editor Representative.
4. Print Portal Process
As per University policy, all printed materials must go through the Print Portal process. Following review and approval by the above persons, promotional materials such as t-shirts and other items may be forwarded directly to an approved vendor. Commissions are advised to use local, approved vendors who are familiar with Penn State policies and procedures, and who also have access to broad catalogues of materials.
5. Choose the appropriate vendor
Commissions are responsible for following University policies in regard to external vendors:
a. Per University policy, please reference p.13 of Guidelines for Publications Produced in the Office of the Vice Provost for Educational Equity, which notes the following:
i. Any University department that purchases specialty/promotional merchandise must use a vendor who is licensed by Penn State. This pertains to all merchandise, whether it is intended for sale or as a give-away item.
ii. For a list of local licensees, please contact:
Director of the University’s Licensing Program
Please allow at least a two-week turnaround time for the review and approval process of promotional items.