Commissions are responsible for following University and Educational Equity policies and procedures regarding publications, 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 increase efficiency of the review and revision process of publications.
The Publications Process:
- Consult your resources
- Prepare your materials
- Review and approval
- Print portal process
Publications include, but are not limited to:
- Flyers (for example: Promotion and Tenure flyer, CFW one-sheeters)
- Brochures (for example: CORED, CLGBTE, CFW trifolds)
- Postcards/Invitations (for example: CFW awards luncheon program)
- Certificates (for example: departing member certificates)
1. Consult your resources
a. Detailed information regarding University publication standards and Educational Equity guidelines is 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)
2. Prepare your materials
Before the publication process begins, prepare the document to fit review-ready standards. Review-ready material can be defined as a document that properly displays:
i. Accurate and complete information (and data, if appropriate)
ii. Correct grammar, spelling, and punctuation
iii. Penn State mark
iv. Approved commission visual identity
v. Nondiscrimination and ADA statement
Note: Any data intended for print or web publication must be reviewed by the University Budget Office. Requests for data are submitted to the liaison who will submit the formal request to the budget office.
For questions regarding the proper use of these visuals, please refer to the Guidelines for Publications Produced in the Office of the Vice Provost for Educational Equity or contact your Educational Equity liaison. Note: Commission visual identities must be used “as is.” They may not be altered.
3. Review and approval
a. Once the proposed publication 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 publication, correspond with the appropriate commission contact, and forward the materials to the University Editor Representative.
c. All materials to be printed for distribution will be reviewed and edited by the University Editor Representative, and liasions and revisions made as appropriate:
4. Print portal process
As per University policy, all printed materials must go through the Print Portal process. 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.
- More information regarding University-approved vendors can be found in Marketing.
Please allow at least a two-week turnaround time for the review and revision process of items for publication. Brochures and published reports require a significantly longer review time. Consult your liaison for specifics.