Publication Review

What material needs to be reviewed by the Office of Communications & Marketing?

Under state law (Tennessee Code Annotated Section 12-7-104- 106), publications (whether new or revised) must be reviewed, approved and assigned a publication number. This responsibility has been placed with the Office of Communications & Marketing by the Office of the President. Publications are defined as any university printed material which is intended to be seen by any off-campus person, group or organization, whether the material is used on campus or off campus, or any university material intended to be seen by either on-campus or off-campus groups if it is printed by a commercial printer. This falls under TTU Miscellaneous Policies and Proceedures 6.0, Publications Policies and Procedures.

How do I request a review?

The preferred method is by e-mailing a PDF of your publication, along with a completed Publication Authorization Form (PAF; downloadable form available at bottom of this page), to This e-mail address is being protected from spambots, you need JavaScript enabled to view it .

We normally ask for five business days to complete the review due to the amount of material that comes in as well as our office’s other workload. We try to accommodate needed production schedules whenever possible, so if you will need to have your review completed in less than five business days, make sure you let us know when you send the publication for review.

The review of the publication will make sure the university’s logo is used properly, general university facts are up-to-date and that it follows university editorial style.

Required Statements

The following statement, required by university policy and the Department of Education's Office of Civil Rights, must be placed on all publications.

FULL STATEMENT

This [TYPE] was produced by the [REQUESTING OFFICE]. Tennessee Tech University is an AA/EEO employer and does not discriminate on the basis of race, color, national origin, sex, disability or age in its program and activities. The following person has been designated to handle inquiries regarding the non-discrimination policies: Director of Diversity & Legal Affairs, PO Box 5164, Cookeville, TN 38505, 931-372-3016. RXXX-XXXX-XX

[TYPE] would be replaced with the type of publication you are creating (booklet, brochure, newsletter, etc). [REQUESTING OFFICE] is the name of your office or department. The string of Xs at the end of the statement represent the placement of the unique publication number that is assigned during the review process.

MINIMUM STATEMENT

The minimum statement can only be used when the full statement would not pertain or fit in such publications as schedule cards, campus maps, or postcards.

TTU is an AA/EEO employer. RXXX-XXXX-XX

 The string of Xs at the end of the statement represent the placement of the unique publication number that is assigned during the review process.

Size and placement of statement

The statement can be in fine print (6-8 point type). While there is no set location for the statement, it is usually put at the end of publications.

Once the review is complete

Once the review is completed, any needed changes or suggestions will be returned to you, along with your Publication Number, which will replace the set of Xs in the above statement.

Once the changes, if any, are made, you are responsible for delivering your publication to your selected vendor for production.

Can I use the university logo and wordmark?

Any university entity may use the offical logo and wordmark for university matters. Any use of the TTU logo and wordmark must be reviewed by the Office of Communications & Marketing prior to production.

What if I don’t do the review?

Printing Services will not print publications, nor will Purchasing and Accounts Payable process a requisition for off-campus printing unless a publication has been reviewed and approved by the Office of Communications & Marketing. For off-campus printing, a “Permission to Print Publication Off-Campus” must be obtained from Printing Services in advance of sending your publication to your printer. A copy of this form must be submitted to Accounts Payable with any invoices related to printing your publication.