Texas Tech University

Marketing and Communications

Operating Policy


SUBJECT: College of Human Sciences Marketing and Communications Policies and Procedures

DATE: July 28, 2016

PURPOSE:

The purpose of this Operating Policy/Procedure (OP) is to set forth College of Human Sciences' policies and regarding:

  • Responsibilities of the Office of Marketing and Communications and its relationship with other entities in the College
  • Development and implementation of marketing, communications, and public relations
  • Department responsibilities, policies, and procedures relating to marketing and communications

REVIEW:

This OP will be reviewed in January of even-numbered years by the College Director of Marketing and Communications and approved by the Dean.

POLICY/PROCEDURE:

The College of Human Sciences (COHS) Office of Marketing and Communications provides assistance and counsel for all communications and news media needs of the College of Human Sciences to support the teaching, research, service, and outreach missions of Texas Tech University. The COHS Office of Marketing and Communications works closely with the Texas Tech Office of Communications and Marketing to inform the media; assist representatives of print, broadcast, and online media in locating sources of information in the college; and provide information of public and media interest in a professionally prepared format.

The COHS Office of Marketing and Communications manages the College and University brand by adhering to the Texas Tech Visual Identity Guidelines. These guidelines govern visual elements, logo use, writing, website, print collateral, and presentation guidelines. Within these guidelines, the office produces digital and print media products and provides multi-media design assistance and consultation to college's offices, departments, programs, institutes, and centers. Department chairpersons will be notified of all marketing initiatives requested by faculty or staff. Student organizations will be advised as requested on marketing and communication initiatives.

  1. General responsibilities

    The director of marketing and communications oversees all print and electronic marketing communications of COHS including the college website, a vast range of printed material, press releases, social media, and electronic communications. The director of marketing and communications also assists all College of Human Sciences offices, departments, programs, institutes, and centers with print and electronic marketing communications.

  2. Social Media Accounts

    All COHS offices, departments, programs, institutes, and centers should notify the COHS Office of Marketing and Communications of existing and new social media accounts and those of their respective student organizations as well as the contact information of the manager(s) of each account. All COHS offices, departments, centers, and institutes should review and adhere to the attached social media strategy in the management of their accounts.

  3. Websites, Electronic Presentations, and HTML Communications

    All COHS websites, electronic presentations, and HTML communications will adhere to Texas Tech Visual Identity Guidelines and templates. All COHS offices, departments, programs, institutes, and centers will provide updated information to the Unit Coordinator for Web Development and the Director of Marketing and Communication in a timely manner to ensure quality content on all websites. COHS entities requesting HTML newsletters will complete the following order form.

  4. Printed material

    The COHS Unit Coordinator for Web Development and the Director of Marketing and Communication are available to assist with development of print materials. COHS offices, departments, programs, institutes, and centers will complete the following order form when requesting print material design.

  5. Press releases and media advisories

    The Texas Tech Office of Communications and Marketing retains the first right of refusal for creation and distribution of any press release. News items worthy of a press release or media advisory should be presented to the Texas Tech Office of Communications and Marketing. Should this office choose not to create a release or advisory, the COHS Office of Marketing and Communications will create and distribute the release. Please contact the COHS Director of Marketing as soon as you believe you will need a press release or media advisory. The Director of Marketing will act as a liaison between COHS and the Texas Tech Office of Communications and Marketing.

  6. Logos

    All COHS offices, departments, programs, institutes, and centers will use the official Double T signature logos created and provided by the Texas Tech Office of Communications and Marketing. Materials with older logos may be used until May 1, 2016. As of August 1, 2015, all new materials ordered will use the three-line logo system including the university, college and department, program, center, or institute name. Simplified versions can be made available for embroidery or other needs. No other logos may be created or used in any media at any time. If there is a need for additional logos, Or if the imprint area on a promotional product does not allow room for the use of the official logos, please contact the Director of Marketing and Communications.

    The logo system is very flexible. There are centered and flush-left versions with both white and black text. Black and white versions are available as well. Here are examples of the three-line logo for the Human Development and Family Studies department:

    COHS Logos
    COHS Logos

    A list of COHS logos, including links to download the logos, can be found here: http://www.depts.ttu.edu/hs/marketing/logos.php.

  7. Photography and Video

    The COHS Marketing and Communications department is available to create photographs and video for use in all media. Please complete a photography request form or video request form to schedule a photographer or videographer.

  8. Events

    The COHS Marketing and Communications department will collaborate with the COHS Events Coordinator to promote all college events. The COHS Director of Marketing and Communication will assist with invitation and program design for events as well as promoting events through social media channels and with press releases or media advisories as necessary.

  9. News media

    Staff and faculty must contact the COHS Office of Marketing and Communications as a first step in planning all news conferences, special events, or other functions where media coverage is desired. Staff and faculty may prepare first drafts of communications for the media but must collaborate with the COHS Office of Marketing and Communications on final copy. The Texas Tech Office of Communications and Marketing is responsible for disseminating all news releases, media advisories, and other information about Texas Tech University to media outlets and will otherwise make all media contacts for the university, unless other specific arrangements are made with the Texas Tech Office of Communications and Marketing. Any questions regarding media contacts or coverage should be directed to the Director of Marketing and Communications. Written communications with media must conform to Associated Press style and accepted journalistic standards. Writer's guidelines for Texas Tech University are part of the visual identity guidelines.

  10. Responding to media inquiries

    Faculty and staff are encouraged to respond to media inquiries directly when acting in their areas of academic or professional expertise. Faculty and staff who respond to media inquiries are encouraged to send, via email or phone call, a brief report on the media contact to the Office of Marketing and Communications so that a record of media mentions of COHS can be recorded. Should the faculty or staff deem a media inquiry to be of a controversial or a questionable nature, faculty and staff should feel free to utilize the services of the COHS Office of Marketing and Communications and/or the Texas Tech Office of Communications and Marketing.

  11. Vendors

    COHS departments have shared recommended vendors and contacts. The list can be found here:  To add a vendor or report a concern with a vendor, please contact the Director of Marketing and Communications.

    The Office of Marketing and Communication maintains a list of recommended/approved vendors for all media related needs such as printing, promotional materials, signs, banners, etc.

    Please contact that office for assistance with locating/adding an appropriate vendor or to report problems with a vendor.

  12. Advertising and Promotional Items

    The Director of Marketing in support of brand management must approve all advertising and promotional items purchased by any unit COHS, excluding personnel classified advertisements.

  13. Resources