Policies & Procedures
Your project is important to us, and we want to make sure it's completed on time and meets your expectations. Reviewing our policies and procedures will help you plan your project timeline based on your requirements.
Web Services | Print Projects | Email Communication
Brand Usage | Media Policy
Website Updating Policy
All university web pages, including department news and events, are now maintained by faculty and staff. In order to be approved to create and edit content, you must complete the three-part content management training series offered by Web Services.
If you have not been able to complete training but need to make changes to your department's site, we will offer a one-time update, provided you register for all three training sessions at the time of the request.
Web Project Requests Policy
The Web Services office cannot accept or prioritize any projects that do not originate in the proper Marketing and Communications channels. If you have a request that requires development beyond what was covered in the Web training, please contact Scott Geer to set up a project consultation.
Information Management and Database Policy
Though our workload constantly changes, we have typical turnaround times listed below. This is the amount of time it will typically take us to take your finalized content and create a proof for you. During peak workload times, it's best to add an additional two weeks to ensure your project is finalized in time. If your timeline doesn't allow for these turnaround times, work will be give to one of our freelance designers with their cost ($40/hour) being paid for by your department.
Level I Projects
- Logos, promotional products
- Usually within 3 business days
Level II Projects
- Flyers, kiosk posters, Rambler ad, invitations/envelopes
- Usually at least 10 business days for a proof
Level III Projects
- Brochures, programs, direct mail
- Minimum of 15 business days for a proof
Level IV Projects
- Magazines, books
- Require a minimum of two months
- Due to the time needed to complete these, they will be given to one of our freelance designers with their cost paid by your department
Unless you plan to use the on-campus copy center, or print the item yourself, allow two (2) weeks for printing and delivery. Due to the size of the University, we have to use print vendors and we cannot control their print schedule.
Once a design has been created, you will be asked to proof it. If the design is approved as is, we will proceed to submit the files to the vendor (if necessary). If minor changes are needed, we allow two (2) rounds of minor changes that will be made in a timely manner. If after two rounds, changes are still needed, a meeting will need to be scheduled with the creative services manager.
Once the changes have been discussed, you will
- Receive a new draft within ten (10) business days and
- Will be charged an hourly rate of $30 per hour with a one (1) hour minimum.
Minor changes consist of text changes and small adjustments to element positioning, etc. Major changes consist of more significant modifications to the design. Major changes must be reprioritized in the job workflow and are assigned a new due date. This includes adding a photo(s) or changing sections of text, resizing design, etc.
Quotes and Purchasing
University policy is that all orders must be accompanied with a PO number at the time of the order. You must provide the PO number, via PWF, before the order can be made.
The Office of Marketing and Communications does not send "email blasts" to announce news and events for individual departments and campus organizations.
If you have an event you would like to announce to campus, please use the news, events and campus buzz channels available through the university website. In order to use these channels, you will need to complete the Content Management System (CMS) Training offered by Web Services.
When you complete this training and submit your message through the CMS, we will be able to help you promote your item by including it in the Wesleyan Flame, which we distribute to campus on Tuesdays and Thursdays. This is a fantastic way for us to help you reach your audience.
By following the correct procedure, you have the potential to reach campus in three ways:
- The university website
- The Wesleyan Flame
- University social media (if relevant to our brand message pillars)
Please see the Web Services "website updating policy" for more details about how to get an event or announcement posted if you have not been through CMS training.
Any use of the Texas Wesleyan brand identity that is not produced and/or distributed by the Office of Marketing & Communications must have prior approval.
Purchase Orders (POs) for unapproved usage will not be cleared by the Purchasing Department. To assure that outside vendors receive payment, always include email or written confirmation of approval by the Office of Marketing & Communications when submitting POs. This will help expedite the process and ensure timely vendor payment.
Departments and offices that fail to follow this procedure will be personally responsible for vendor payment.
The Office of Marketing and Communications maintains close working relationships with the various print and electronic media in the region and seeks to enhance the University’s positive public image through them.
All media releases and requests for coverage by the media must be coordinated through this office. The importance of a positive public image cannot be overemphasized. Any contact that represents the University to the community constitutes public relations.