Production of Official University Publications and Acquisition of Printed Materials
Policy Number: 2301
Date Issued: Revised/June 2001

References: Office of Communications and Marketing; Department of Printing Services
Authority: Vice President for University Advancement; Vice President for Business and Fiscal Affairs

2301.1 Purpose

The following policy and procedures for 1) the approval of the production of official university publications and promotional items and 2) the acquisition of printed materials (including duplicating, offset printing, and promotional items) have been established to maintain a level of quality that is consistent with the overall image of the university. In addition, this policy has been established to ensure that the acquisition of printed materials from external vendors is awarded in a fair, cost-effective, and competitive manner in accordance with sound business practices and applicable laws of the state of Ohio [refer to Wright Way Policy 5401 (Purchasing from External Vendors)].

2301.2 General Policy

No member of the university community may produce an official university publication or promotional item intended for distribution to external audiences (off campus) without approval of the Office of Communications and Marketing. The Office of Communications and Marketing works closely with the Department of Printing Services to produce official university publications and promotional items.

2301.3 Responsibility

Responsibility for executing the university’s marketing plan, maintaining the university’s identity program, and establishing and updating publication standards rests with the Office of Communications and Marketing.

    1. All official university publications or promotional items must conform to the university institutional identity standards [refer to Wright Way Policy 2305 (Institutional Identity Program and Publications)].
      1. Editorial policy is based on the Chicago Manual of Style, 14th edition, and the Wright State University Editorial Style Guide.
      2. Graphic design policy is based on the Wright State University Institutional Identity Standards Manual.

    2. Writing, editing, and graphic design services must be handled through designated personnel in the Office of Communications and Marketing. Typesetting, printing, or duplicating services are handled through production personnel in the Department of Printing Services.

    3. All requests for printing (offset printing, duplicating, or promotional items) will be processed by Printing Services personnel who are trained to interact with the graphic arts industry on behalf of university departments.

    4. A request for acquisition of outside services for the production of an official university publication or promotional item (other than the acquisition of printing) will not be placed by the Purchasing department with an external contractor, nor will invoices be honored for payment by Accounts Payable in the Office of the Controller without the authorization of the Office of Communications and Marketing.

    5. A request for printing will not be placed by the Purchasing department with an external contractor and resulting invoices will not be honored by Accounts Payable in the Office of the Controller without the authorization of the Office of Communications and Marketing and the Department of Printing Services.

2301.4 Procedures

    1. Wright State University faculty and staff who wish to produce an official university publication or promotional item intended for an external audience must contact the Office of Communications and Marketing when they begin a project. Communications and Marketing will create all such official university publications or promotional items or will supervise and review the project when produced by the Department of Printing Services or contracted to outside vendors.

      Any member of the university community using university funds who wishes to produce an official university publication for an external audience must complete 1) a Publications Requisition and 2) a Duplicating and Printing Requisition and submit the forms to the Office of Communications and Marketing.

    2. Faculty and staff who wish to produce an official university publication intended for an internal audience or who wish to reprint a publication with no changes to content or format may contact the Department of Printing Services.

    3. In order to ensure consistency with institutional identity standards, the Office of Communications and Marketing may review all printing jobs handled directly through the Department of Printing Services.

2301.5 Policy Review

To ensure consistency with the Wright State University Institutional Identity Program [refer to Wright Way Policy 2305, external university printing projects must be reviewed and approved by the Office of Communications and Marketing. The purpose of the review process is to ensure that projects support the overall marketing program, accurately represent the university, and maintain a level of quality consistent with the image of Wright State University.