Location: Eunice & James L. West Library B36
8 a.m.-5 p.m.
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.
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.
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
Level II Projects
10-15 business days, dependent on workload
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.
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.
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
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.
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 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:
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.
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 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 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.
Monitor and update regularly
When engaging on social networks for personal use:
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?
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 firstname.lastname@example.org 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 email@example.com 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.
Location: Eunice & James L. West Library B36
8 a.m.-5 p.m.