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.

Digital Marketing | Print Projects | Email Communication | Brand Usage | Media Policy | Social Media Policy

Digital Marketing

Website Updating Policy

Faculty and staff maintain all University websites, including department news and events. In order to be approved to create and edit content, you must complete the content management training series offered by the Office of Digital Marketing & Strategy.

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 training at the time of the request.

Digital Project Requests Policy

The Office of Digital Marketing & Strategy 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 website training, please contact our creative services manager and initiate a project through ProWorkflow to initiate the project request process.

Though workload consistently changes, we have typical turnaround times listed below.

Level I Projects

5-10 business days, dependent on workload

Projects include:

  • Redirects and output URIs with advanced tracking
  • Email template branding
  • Website analytics and/or UX research, small in scope
  • Banner and button design
  • Update to an existing website form 
  • Infographic design
  • Admissions Counselor page updates

Level II Projects

10-15 business days, dependent on workload

Projects include:

  • Display advertisement design, with copy provided by client
  • Email campaign, with copy and design provided by Digital Marketing & Strategy
  • Facebook advertising campaign strategy and execution
  • Website analytics and/or UX research, large in scope
  • Landing page date updates

Level III Projects

Large scope projects are addressed in a project queue based on 20 open hours of design and development work per month. Projects will initiate one at a time.

Projects include:

  • Display advertisement design, copy provided by Digital Marketing & Strategy
  • Landing page creation and updates
  • Website redesign strategy
  • Advanced content type design and development
  • New form request
  • External vendor/systems branding

Information Management and Database Policy

Digital Marketing 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. 

Print Projects

Timeline

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 given 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.

Proofing Policy

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. Note that text changes must be given electronically and in a manner that allows us to copy and paste the new text. 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.

Email Communication

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 Digital Marketing & Strategy. 

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 Mondays and Thursdays during the school year and Tuesdays in the summer. 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 Digital Marketing & Stategy's "website updating policy" for more details about how to get an event or announcement posted if you have not been through CMS training.

Brand Usage Policy

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.

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.

Social Media Policy & Best Practices

Social media is a part of Texas Wesleyan’s integrated marketing strategy to promote University news, events and achievements, drive admissions, communicate and engage with students and alumni, and build our brand reputation and perception. The Texas Wesleyan Social Media Best Practices are developed to support Texas Wesleyan’s brand and reputation. Texas Wesleyan employees must be in compliance when using or participating in Texas Wesleyan social media pages or accounts.

This document defines two types of Texas Wesleyan social media accounts – official accounts, and unofficial accounts. All accounts, both official and unofficial, are required to follow the Social Media Best Practices outlined in this document. Definitions:

1.    Official Texas Wesleyan social media account:

An official Texas Wesleyan social media account is any social media account (which includes but is not limited to Facebook, LinkedIn, Twitter and Instagram) that is primarily intended to communicate with external audiences on behalf of the University. This includes accounts that are intended to recruit students, communicate with alumni and University friends, share the news with the general public and share athletics news.

2.    Unofficial Texas Wesleyan social media account:

Unofficial Texas Wesleyan social media accounts are student organization or academic classroom social media accounts that are primarily intended to communicate with internal audiences. These pages must also adhere to the Social Media Guidelines & Best Practices.

If you are in doubt as to whether or not the social media presence in question is considered an official Texas Wesleyan social media account, consult with the Office of Marketing & Communications.

Process to establish an official Texas Wesleyan account

It is important that Texas Wesleyan faculty, students or staff members, who wish to establish and maintain an official Texas Wesleyan social media presence, must consult with the Office of Marketing & Communications. Marketing and communications will then consult with the dean, provost or presiding vice president, and work with all parties to determine whether or not a new, official social media presence is warranted and can be supported.

If it is determined to create a new official presence, Marketing & Communications will collaborate with you to help you develop a strategy for best results and obtain logos and images for cover pages. If a new presence is not warranted or cannot be supported, Marketing & Communications will work with you to help you reach your social media marketing goals through Texas Wesleyan’s existing official social networks.

If you are in doubt as to whether or not the social media presence you are establishing is considered an official Texas Wesleyan social media account, consult with the Office of Marketing & Communications.

Maintaining a Texas Wesleyan social media account

To maintain an official Texas Wesleyan social media account, the account and its administrators must comply with Texas Wesleyan’s Social Media Best Practices. 

Student organizations or academic classroom pages that are primarily intended to communicate with internal audiences must also comply with Texas Wesleyan’s Social Media Best Practices.

Failure to comply may result in the revoking of social media administrator privileges and closing of the account. It is a privilege, not a right, to be an administrator of a Texas Wesleyan social media account.

Texas Wesleyan Social Media Best Practices

Crisis situations

  • During an emergency or crisis situation, administrators of official Texas Wesleyan social media accounts may only share information provided by the main Texas Wesleyan University social media accounts (those which are administered by the Office of Marketing and Communications).
  • All inquiries during a crisis or emergency should be directed to the main Texas Wesleyan Facebook page.
  • Sharing information that is not approved by the Office of Marketing & Communications may jeopardize the University’s efforts in effectively managing the crisis.
  • During and emergency or crisis, be sure to stop any previously scheduled posts.
  • Pay attention to current world, national and local crisis events and do not post content that could be insensitive to current crisis events.

Brand consistency

  • Familiarize yourself with Texas Wesleyan’s brand and message platform before posting. Contact the Office of Marketing and Communications for logos and brand images.
  • If you are authorized by the Office of Marketing & Communications to create an official Texas Wesleyan social media account, have the Office of Marketing & Communications review your content and engagement strategy before launching.

Monitor and update regularly

  • Schedule consistent posts with new, relevant and engaging content at least once a week (usually more).
  • Appoint two (or more) administrators who will monitor posts, messages and notifications daily.
  • Respond to all inquiries and questions in a timely manner. If you don’t know the answer, direct the inquiry to the appropriate department.
  • If you are unsure about whether or not you should respond directly to an inquiry or need approval, ask your supervisor or the Office of Marketing & Communications.

Transparency

  • Never hide or falsify your identity when promoting Texas Wesleyan on social websites.
  • Be honest about your identity, but never disclose personal information that an identity thief could use, like your home address or personal phone number.

Accuracy

  • Fact-check content before you post. Do not share false information or spread rumors.
  • Cite your sources and include a link when possible.
  • If you’re not sure if a topic is appropriate to comment on as a Texas Wesleyan employee, ask your supervisor or the Office of Marketing and Communication.
  • Correct errors quickly.

Responsibility

  • Be respectful of others, even if you don’t agree with their ideas or opinions.
  • If you feel angry or heated about a topic, don’t post until you are composed and calm. Never make offensive remarks.
  • As a faculty or staff member, it is your responsibility to adhere to the policies outlined in the Texas Wesleyan Faculty Handbook and Texas Wesleyan Employee Handbook.

Confidentiality

  • Do not share confidential or proprietary information about Texas Wesleyan or its faculty, staff, students or alumni.
  • Be aware of and do not violate the Family Educational Rights and Privacy Act (FERPA).
  • Obtain permission before you publish someone else's content. This includes images and photographs.

When engaging on social networks for personal use:

  • Avoid using Texas Wesleyan logos or images on personal social media pages. This implies that the account is an official Texas Wesleyan account.
  • It is okay to share Texas Wesleyan news and events on your personal pages if you are linking to a news story or event posted on txwes.edu.
  • Avoid using Texas Wesleyan’s name or logos to promote or endorse any product, cause, political party or candidate. 
  • Do it on your own time.

Social Media Community Standards

Smaller. Smarter. is a part of everything we do at Texas Wesleyan, including social media. We invite students, faculty, staff, alumni, friends, supporters and more to interact with us on social media. We only ask that you follow our social media community guidelines. Pretty easy, right?

  1. Respect the community. Don’t post or make comments containing profanity, hateful speech, personal attacks, threats of violence, obscenity, explicit material or defamatory remarks. Value all members of the community. Treat everyone equally and fairly.
  2. If you are an employee of Texas Wesleyan, you must comply with Texas Wesleyan’s social media policy and guidelines (link here).
  3. Protect your personal information. You participate in the Texas Wesleyan social community at your own risk. Be careful not to publicly share your personal information or the personal information of others.
  4. Respect the law. Content or discussions about illegal activity, violating copyrights, stalking and other criminal activities are not permitted on any of Texas Wesleyan University’s social media platforms.
  5. Don’t spam. Off-topic or obviously promotional content takes away from the purpose of the community. Posting the same content more than once in a discussion can be considered spam, whether from one person or multiple people. Links are allowed as long as they are relevant to the social conversation.
  6. We may reuse your posts or comments. When you post on our accounts, your content or ideas may be used in marketing materials (for example, our alumni magazine). Don’t submit any ideas or materials that you want to remain confidential. If we reuse your content, your name and social media handle will be visible.
  7. All things are good in moderation, including social media comments. We reserve the right to delete comments or ban users at Texas Wesleyan’s discretion.
  8. By posting on Texas Wesleyan social media platforms, you’re promising to comply with these community standards. We will remove any content or comments that do not comply with the standards listed above.

Social page creation guidelines

Want a University Social Media Account? Here’s How it Works.

Your students live online, and you want your department to live online, too. You know you’d like to start a Texas Wesleyan social media page. Before you click “Create,” here are the steps you’ll need to follow to make sure you are within Texas Wesleyan’s social media guidelines.

1. Write down your goals

Why do you want a social media page? Is there a purpose? Will it help students apply to the university or connect them with job opportunities? Be specific about what you want to accomplish. This will help you stay focused as you develop your page. Your goals give you a litmus test – should we be doing this? Set some goals you can measure that are achievable – how many followers you want or how much interaction you want to have or how many sign-ups you want to drive.

2. Develop a content plan

Look at your goals and think about how you plan to communicate them. What days will you post? Who will post content? Who will answer questions and comments on your page? Determine who will be a manager and who will be a contributor, as these roles have different permissions. Once you’ve figured out these questions, develop some sample content that you will post. It’s OK to mix in some fun content with your serious content (it’s good!), but remember your goals – make sure it reinforces what you’re trying to communicate. We’d be happy to talk about this with you, too. Contact our Director of Communications at 817-531-5810 or asdavis@txwes.edu to brainstorm.

3.  Get trained on T4

As every good social media manager knows, it’s all about your Web site, where they will sign up, apply, contact you, or otherwise take the action that helps you reach your goal. In order to do this important part, you’ll need to be trained and able to add content to your website on the txwes.edu page. Contact Brenna Allison, our digital content specialist, at ballison@txwes.edu or 817-531-5813 to set up training.

4.  Meet with Marketing & Communications

In addition to helping you with photos, graphics and logos, we will help you refine your plan to be as effective as possible. Remember, a University social media account is a privilege, not a right. Marketing & Communications manages and approves all accounts, so don’t skip this step! You can schedule a meeting with our Creative Services Manager by calling 817-531-7514.

5. Create a Facebook page, not a profile or group

We’ll review your plan. Once you’re approved for a page, we will work with you to determine which social media platform best suits your goals. It’s very likely this will be a Facebook page. When you’re creating that account, make sure it’s a page and not a group or a profile. Make sure you label the page “Education.”

6. Stick to the guidelines

Once you’ve made a plan, stick to it. You’ll refine your strategy over time based on measurable results, but consistency is key. Make sure you review our guidelines for posting on social media so that you’re following best practices. That also means you’ll want to follow Texas Wesleyan’s community guidelines for posters and commenters.

Contact Us
Office of Marketing & Communications

Location: Eunice & James L. West Library B36
Phone: 817-531-5812
Fax: 817-531-5811
communications@txwes.edu

Office Hours

Monday-Friday
8 a.m.-5 p.m.

footer-smaller-smarter
Contact Us:
1201 Wesleyan Street
Fort Worth, TX 76105

phone 817-531-4444
Get Social:
Go To: