OP 48.02: Directories of Texas Tech University and Southwestern Bell Telephone Company

DATE: June 26, 2000

PURPOSE: The purpose of this Operating Policy/Procedure (OP) is to set forth the procedure for providing information for directory listings, for providing cost figures on listings and advertisements and for approving listings and advertisement copy and costs.

REVIEW: This OP will be reviewed by May 1 of each even-numbered year by the Director of Communication Services (DCS) with recommendations for change forwarded through administrative channels to the Deputy Chancellor for System Administration by May 15.

 

POLICY/PROCEDURE

1. Texas Tech University 20 20 Directory (Campus Directory)

Annual time table and responsibilities:

Date Responsibilities and Action
Contract with Publisher
February Communication Services updates specifications for directory publishing contract and forwards to Contracting and Risk Management.
February Contracting puts contract out for bid, receives bids, forwards bids to Communication Services for review.
March Contracting awards contract to directory publisher.

March Communication Services establishes deadlines, notifies University News and Publications for cover information and photos.
June-August Publisher representatives sell advertising to local merchants. (TTU assumes no role in this).
August Communication Services reviews publishers advertising copy for compliance with decency policy of contract.
September Communication Services submits directory copy via e-mail and paper copy for directory to publisher.
Directory Cover
March-June University News and Publications prepares slides or copy for respective directory covers, forwards to Communication Services.
July University News and Publications provides Communication Services with slides or copy for directory covers. Communication Services forwards to Printech for final copy. Communication Services forwards completed copy to publisher.
Departmental Listings
May Communication Services sends marked copy of each departmental listing in prior year's directory to respective department heads and requests changes, deletions and additions.
May-August Department head indicates changes, additions, deletions or "OK as is" on marked copy of departmental listing of prior year's directory and returns to Communication Services.
May-August Communication Services makes additions, changes and deletions, prints new copy and submits to department heads for "OK as is" approval. Department heads return same Communication Services.

Faculty and Staff Listings
As changes occur Personnel updates all information from Techris files and downloads onto Telephone Master.
May Personnel sends out biographical questionnaire to each individual faculty and staff for updates.
September All downloaded information is sent to publisher for print.
Student Listings
August Student Information System sends prior students an SIS record update questionnaire.
As changes occur Student information is downloaded on Telephone Master.
September All downloaded information is sent to publisher for print.
Distribution of Directories
October Communication Services receives new directories, announces arrival, consigns to bookstores and service clubs, sells to department accounts.

2. Southwestern Bell Telephone Company Directory

Note: Communication Services delegates to each respective organizational unit outside of Lubbock the responsibility for listings and advertisements in the directories of the local operating telephone companies. The procedures outlined below apply to Lubbock organizations only.

Date Responsibility and Action
June Communication Services sends copies of prior year's listings to respective vice chancellors/ vice presidents requesting changes, additions, and deletions, stating cost for each listing.
June Vice chancellors/vice presidents return marked copies of prior year's listings to Communication Services with approval for cost as modified.
July Communication Services places order with Southwestern Bell Telephone Company for listings.
November Publication date of directory.
December Communication Services charges respective TECHFIM account for listings accompanied by marked copy of listings.

Date Responsibility and Action
June Communication Services marks copies of each listing and display advertisement in the prior year's directory, with the exact cost to publish each listing in the forthcoming directory, attaches a cover sheet for approval of copy and cost and forwards to respective department head via representatives of Southwestern Bell who counsel department heads on design and costs.
July Respective department head marks changes, additions and deletions, signs approval sheet and returns to Communication Services via Southwestern Bell Telephone representative.
July Communication Services confirms order with Southwestern Bell Telephone Company.
November Publication date of directory.
December Communication Services charges respective TECHFIM account for listings accompanied by marked copy of listings.