Tennessee Tech Publications Guide

Introduction

All publications – whether printed on paper or in an electronic format – from Tennessee Tech are ambassadors for the university. The graphic design and text project attributes of the university. Tennessee Tech commits significant resources and countless hours to creating publications and materials intended to positively represent the university.

This guide is to present all publication guidelines and requirements in a single place. This guide is maintained by the Office of Communications & Marketing and governed by TTU Policy No. 1001, Publication Policy.

Publication Definition

Materials defined as publications that are subject to these policies and procedures are any Tennessee Tech publication, both printed and electronic format, which is produced for general distribution or display on or off campus. (TTU Policy 1001 § III.A.) This includes all forms of advertising.

There are some exceptions, which are noted in the following list. All other materials must obtain approval from the Office of Communications & Marketing.

  • Student newspapers and yearbooks
  • Student organization promotional materials NOT bearing the university signature or logo
  • Research reports (if only used for internal distribution to university officials or sponsoring agencies; reports for public distribution must be reviewed)
  • Research surveys
  • Classroom testing materials
  • Classroom instructional materials
  • Tickets for cultural or athletic events
  • Work processing forms

It is always better to check with the Office of Communications & Marketing if you are not sure if your publication requires review.

Publication Review

All publications – whether printed on paper or in an electronic format; new or revised – must be reviewed, approved and assigned a unique publication number by the Office of Communications & Marketing. The Purchasing Office cannot issue a requisition for the printing of any Tennessee Tech publication without the approval of the Office of Communications & Marketing. (TTU Policy 1001 § III.B.)

Required elements on all publications

1. UNIVERSITY SIGNATURE/LOGO All university publications must have the university signature (preferred) or logo (minimum; reserved for on-campus-only publications)

2. PUBLICATION STATEMENT All university publications must carry the university’s diversity statement. The following statements meet the federal Department of Education’s Office of Civil Rights. At the end of the statement is where the publication’s unique number is displayed. The statement must be legible to an average reader. While there is no set location for the statement, it is usually put at the end of publications.

Either of the two statements are acceptable. Each college or office has a code that is used at the beginning of the publication number. The string of X’s at the end of the statement represents the placement of the number.

College of Agriculture and Human Ecology CAHC
College of Arts and Sciences CAS
College of Business CBUS
College of Education CED
College of Engineering CENG
College of Interdisciplinary Studies CIS
Whitson-Hester School of Nursing SNUR
College of Graduate Studies CGRD
Office of the President PRES
Business Office BUS
Research and Economic Development RED
Student Affairs SA
University Advancement UA
Academic Affairs AA
Library LIB
Enrollment Management EM
Information Technology Services ITS
Institutional Research IR

Full Statement

Tennessee Tech University is a constituent university of the Tennessee Board of Regents. TTU does not discriminate on the basis of race, color, national origin, sex (gender), disability (ability), or age in its programs 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; affirmact @tntech.edu. [COLLEGE/OFFICE CODE]xxx-XXXX-XX

 Minimum Statement

If, due to space limitations, the full statement will not fit on publications, you may use the following version. No further shortening is allowed.

TTU is a constituent university of the Tennessee Board of Regents. TTU does not discriminate on the basis of race, color, national origin, sex, disability, or age. For inquiries regarding non-discrimination policies, contact affirmact @tntech.edu. [COLLEGE/OFFICE CODE]xxx-XXXX-XX

3. TENNESSEE BOARD OF REGENTS IDENTIFICATION In any major publications, such as annual reports or magazines, include a reference that TTU is part of the Tennessee Board of Regents. This mention is in addition to the first sentence of the publication statement. The publication must also carry a TBR graphic identifier (either the TBR seal or wordmark).

Requesting a review

The preferred method is by emailing a PDF of your publication, along with a completed Publication Authorization Form (PAF; downloadable form) to This e-mail address is being protected from spambots, you need JavaScript enabled to view it . No publication number can be assigned until the Office of Communications & Marketing receives all required information.

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 signature or logo is used properly, the required publication statement is on the publication, general university facts are up-to-date and it follows university editorial style. The Associated Press Stylebook is used when editing publications.

Once review is complete

Communications & Marketing will respond to the requestor with any necessary changes and the publication number. Communications & Marketing staff may ask to see that the changes have been made before assigning the publication number and releasing it for production.

After the changes, if any, are made, it is the responsibility of the requestor to deliver the publication to the selected vendor for production. If a publication will be printed off campus, the requesting office must obtain a "Permission to Print Off Campus" form from Printing Services prior to sending the publication to print.

Copyright

It is the responsibility of the author of any publication to respect copyright law, which gives the original creator exclusive rights to the copying and use of works, such as text, photos and graphics. This includes works found on the Internet.

If you are not sure if the work or image is copyrighted, it is safe to assume it is. You must obtain permission from the original creator to use the work.

Visual Standards

For complete visual standards, consult the TTU Visual Standards guide.

Trademarks

All Tennessee Tech University logos, seals, names, symbols and slogans are trademarks registered with both the state and federal governments and are exclusive property of the university. Any unauthorized use of a TTU signature or logo is a violation of federal and state trademark laws and university policy. Prior approval is required for any use of a TTU signature or logo on publications and on any materials, including promotional items.

University units and registered student organizations may use the official signature and logo for university matters. Any use of the TTU signature or logo must be reviewed by the Office of Communications & Marketing prior to production, even if the signature or logo are used in a publication that does not require review.

In order to produce products using the university trademarks, vendors must be licensed through Licensing Resource Group (LRG). For more information about the university's licensing program, including a list of licensed vendors, go to tntech.edu/ocm/trademarks.

Stationery

Only stationery in the approved university formats can be used. Stationery must be designed by the Office of Communications & Marketing and printed by Printing Services.

Letterhead

Directory information appears immediately under the Tennessee Tech university signature and must be five lines or less.

The campus unit's name, campus mailing address, and telephone and fax numbers are required on all university letterhead.

Office street addresses, building locations, email addresses and World Wide Web URLs are optional. Only department or unit email usernames are permitted on letterhead; no individual accounts are permitted. Only official unit URLs are permitted; no personal sites are permitted.

A listing of an academic unit's specific programs, limited to two lines, is optional.

An individual's name may not be printed on letterhead.

Electronic version of letterhead

You may request a Word document version of letterhead, with the correctly designed header and footer information, from Creative Services as you would any physical letterhead (standard stationery design charge applies). Be aware that the university's Printing Services must print any physical letterhead. The Word version is for electronic use only (such as email) and cannot be used to print letterhead on office printers.

Inter-office memoranda stationery

Less expensive inter-office memoranda stationery is for internal and informal correspondence. The overall size of memoranda stationery shall be one-half or one-fourth that of regular letterhead. An individual's name may be printed on inter-office memoranda stationery. This stationery will be a similar design to letterhead.

Envelopes and mailing labels

Stationery envelopes in various sizes, along with mailing labels, are printed with the official university logo and wordmark, campus unit's name and address in black ink. Only mailing address information is placed on the envelope.

An individual's name may not be printed on envelopes or mailing labels.

Business cards

Contact information is the only text to be placed on the business card. Contact information must be eight lines or less.

An individual's name, title and office is required on all cards. Degrees or licensure abbreviations will be placed after the name, using the highest degree held (e.g., Jane Smith, Ph.D.) followed by any licensure.

Directory information can include campus address and/or street address, office phone and fax numbers, email address, web site URL (web sites must be housed on university servers and contain "tntech.edu", but may be personal, such as faculty pages) and home telephone and fax numbers.

Business cards in other designs or containing graphic devices other than the official logo and wordmark, or text other than specified above are not authorized.

Athletics stationery

A separate stationery system has been designed for TTU Athletics. Use of this stationery system by any unit other than TTU Athletics is prohibited.

Office of Communications & Marketing

The Office of Communications & Marketing has a dedicated professional creative staff to help with your publication needs. The office oversees university photography, web and digital media, public relations, marketing, and creative services.

Creative Services handles publication writing, editing, design and production.

Requesting a project

To request a publication, graphic design or other creative project, contact the department at This e-mail address is being protected from spambots, you need JavaScript enabled to view it .

Production process

Initial Meeting If you have a project that is not a simple revision of a previous publication, this initial meeting will be held to discuss the responsibilities and scope of the project. From this meeting, we will create a production schedule, which depends on the complexity of the project.

Editing Stage For most projects, we ask that the first draft of text come from you. From your text, we will edit for clarity, consistency and university style. For some projects, Creative Services will handle the writing.

Design Stage A design for your project is created. When the design is ready, an initial proof of the project is delivered to you as an Adobe PDF file through our online project management system (for non-standard sizes or folds, a paper proof can be prepared). At this stage, you should carefully proof the piece and share it with anyone else who needs to approve it. You will then return any corrections or changes to Creative Services via the project management system. Remember, any delay in returning the proof to us will impact the final delivery of your material. We will prepare a second proof with design and editorial changes incorporated for your review. This will be your last chance to make any revisions. Your third proof is the final approval proof before the project is sent to the printer. Requests for changes after the second round of changes (third proof) will result in additional design charges. No project is sent to print without approval by you.

Industry software standards

The design industry and printers tend to use specific software. The use of industry-standard software for designing and printing is essential to ensuring high quality materials. The applications used by Creative Services all for strict control of color, typography and images for print and electronic publications.

Industry-standard software used by Creative Services

Page Layout Adobe InDesign
Vector Graphics Adobe Illustrator
Raster Images/Photography Adobe Photoshop
Proofing Adobe Acrobat Pro & Adobe InCopy
Writing/Text Editing Microsoft Word
Video Editing Final Cut Pro

Applications such as Microsoft Word, Microsoft Publisher, Print Shop, Corel WordPerfect and Corel Draw are not considered industry-standard layout software and should not be used for layout purposes.

Printing Stage Your approved publication is delivered to the printer. For most jobs, the printer will be TTU Printing Services. Some projects, such as large quantities or large sizes, will be sent to off-campus printers. Depending on the complexity of your publication, this stage may take from five to 30 business days.

Design and Layout Services

Creative Services is available to design and/or write publications for Tennessee Tech units. The graphic designers and director may suggest ways in which time and money can be saved in the production of publications, but early consultation is necessary in order to take advantage of such savings.

Creative Services will produce a design that satisfies both the originator of the publication and the Office of Communications & Marketing, but mechanical limitations of the printing process, appropriateness of time and cost, consideration of the publication's audience, and consistency with professional design standards and university graphic standards will have a bearing on the final design.

All copy submitted for use in a publication will be read and checked for accuracy in spelling, grammar and punctuation. Changes may be made to clarify, reduce repetition, avoid ambiguity, correct factual errors and smooth out rough passages. Questions about the content or suggestions for major textual revisions will be directed to the author. The Office of Communications & Marketing may provide assistance with the initial copy preparation, although originators of publications are generally responsible for producing complete, accurate and grammatically correct copy.

Pricing

Creative Services is a fee-for-service operation of the university. For small projects, a price list is available at tntech.edu/creative/services. For larger projects, Creative Services will provide a fee estimate.

Creative Services' fees only include our creative fees. If your project incurs additional costs, such as photography, printing or postage, the department or vendor providing that service will bill you separately.

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