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Policies & Procedures

Have a question about our process? Review our policies and procedures to get an inside look at our processes and how best to work with Marketing & Communications.

Digital Project Policy

Are you looking to get some help updating your website or advertising online? The Office of Marketing & Communications is here to help. Review our Digital Project Policy to get an idea of what we can help you do and how long it will take.

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Print Project Policy

Need a flyer, brochure or other printed item? We have your back. First, review the Print Project Policy to see what we can do for you and what kind of timeline you should expect.

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University Publication Policy

Using content or information from another department? To ensure all published information regarding Texas Wesleyan University is consistent and accurate across all communication channels, read up on our policy on how to obtain approval before information is disseminated. 

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Website Updating & Approval Policy

Website Updates

Texas Wesleyan Faculty and staff are responsible for maintaining all University websites, including department news and events. In order to create and edit content, you must complete the TerminalFour (T4) website training offered by the Office of Marketing & Communications.

If you have not been able to complete training but need to make changes to your department's site, we'll offer a one-time update, provided you register for training at the time of the request.

Website Approval

The marketing & communications team will review content submitted by all T4 users every work day. All user content submitted before 11 a.m. will be reviewed the same business day. All user content submitted after 11 a.m. will be reviewed the following business day.

Any faculty or staff who wish to have their news stories or events in the Flame must submit their content before 11 a.m. on the business day before the Flame's release.

Student Employees

At the request and sponsorship by faculty and staff, student employees may receive training to update a University website, including department news and events. The student employee will only have access to update areas of the website for their supervisor’s department and division.

The Office of Marketing & Communications cannot give access to student employees without direct supervision and request from faculty or staff to update their website structure. Student employees will have limited capabilities and need to go through beginner website training at the start of each semester they’re employed with the University.

Brand Usage Policy

The Texas Wesleyan University name, logos, icons and word marks are property of Texas Wesleyan and may not be used without the University’s permission. It is campus policy that 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.

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Email Communication Policy

Email is a great tool you can use to reach your audience. Read up on our policy for sending emails out to the Texas Wesleyan community.

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Social Media Policy, Best Practices & Community Standards

Here at Texas Wesleyan, we're all about social media – Facebook, Instagram, Twitter and YouTube. You name it, we're on it. To make sure we're always putting our best foot forward review our policies on social media, best practices, guidelines for creating an account and community standards.

News Media Policy

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 media coverage must be coordinated through this office. The importance of a positive public image cannot be overemphasized. Any contact with media that represents the University to the community constitutes public relations, therefore it is University policy that all media inquiries must be directed to the Office of Marketing & Communications.

Photo & Video Project Policy

Make your project stand out with professionally shot and edited photos and video. Check out our policy for info on requesting the university photographer/videographer for your event and how long you can expect your project to take.

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Headshot Policy

Need a headshot? The university photographer offers headshot days for TXWES faculty and staff. Sign up for your appointment or check out our headshot policy for more info. 

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Web Accessibility

Wondering how Texas Wesleyan stays accessible for all users including the hearing and vision impaired? See how we comply with Section 508, our official Web Accessibility Policy and resources for users to make their website more accessible.

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Information Management & Database Policy

The digital marketing team does not create or maintain any university databases or personally identifiable information (PII). All requests for databases must be handled by the Information Technology Department and must comply with the University privacy policy.

Martin Center TV Monitor Policy

Want to make sure your messaging takes center stage on campus? We have TV monitors in the Martin Center that you can use to display your news and events to the campus community. Read the policy for more information.

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