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Instruction Guide to Promote UNCP’s Programs and Services

CONTENTS

• Introduction
• University and Community Relations Services
  • Project Types
  • Project Length
• Project Steps
• Project Responsibilities
• Project Overview
• Service Request Forms

INTRODUCTION

In the competitive world of higher education, The University of North Carolina at Pembroke must establish a unified image through the production of its brochures, posters, invitations, press releases, publications and other printed material. A consistent visual message on printed and electronic materials helps us establish a cohesive identity.

To effectively promote your programs and services to UNCP’s external and internal constituents, simply follow the steps outlined in University and Community Relations’ Instruction Guide to Market UNCP’s Programs and Services.

University and Community Relations looks forward to helping you promote your division’s/department’s programs and services. Questions may be directed to University and Community Relations by calling 910.521.6249 or emailing relations@uncp.edu.

UNIVERSITY AND COMMUNITY RELATIONS SERVICES

University and Community Relations provides free services to UNC Pembroke’s community. Each division/department is only responsible for the costs of advertising, printing, mailing and other expenses.

Written Communication

Contact: Amber Rach at 910.521.6863 or racha@uncp.edu.

• Writing/editing of copy, such as press releases, speeches, ad copy, Web pages, etc.
• Original design for print publications
• Preparation of documents for print production
• Design modifications to existing projects
• Creation of templates
• Photography for the explicit use within projects we design, write and produce

  Note: Business card, letterhead and envelope requests are coordinated by UNCP Printing Services.

Media Plans, Advertising and Event Promotions

Contact: Amber Rach at 910.521.6863 or racha@uncp.edu.

• Communications, media and event planning
• University identity standards
• Advertising rate negotiation
• PowerPoint presentations for leadership
• Internal Communications
• Managing event promotions
• Managing event décor, food
• Speech writing for leadership
• Project research and integration
• Press releases
• Web pages

Project Types

Listed below are the types of projects we produce and/or edit.

• Bookmark
• Brochures
• Catalog
• Direct Mail
• Flyer
• Folder
• Invitation
• Notecards
• Postcard
• Poster
• Program
• T-Shirt
• Web Site/Page

For projects not listed above, please call 910.521.6249.

Project Length

A news release to promote an event should be planned at least 3-4 weeks in advance of the event. Reporting and photographic coverage of events should also be requested as far in advance as possible.

Projects/publications take much longer to produce than many people realize. In order to produce a project that demonstrates quality to your audience while integrating UNCP's key messages, you should contact University and Community Relations at least two months before the desired delivery date for most publications (brochures, posters, existing newsletters) and no less than three months in advance for lengthy or complicated projects (catalogs, new newsletters or brochures etc.).

As each work order is received, University and Community Relations will meet with your staff to determine a timeline for your project. This timeline does not include the time it will take for printing. Printing may take an additional one to four weeks, depending on the type and quantity of the project.

Note: On a few occasions, project timelines may be delayed due to special projects requested by the Chancellor.

PROJECT STEPS

1. Target Your Audience. Identify your project’s audience(s), and make certain you include internal and external constituents. Be specific when listing your target audiences’ identifiers such as demographics, geographic location, level of education, etc.
2. Outline the Scope/Goal of Your Project. Determine what your target audience needs and/or wants to know. What do you want them to do as a result of receiving your materials?
3. Determine Your Project Type. Identify the best media and methods available to communicate your information. University and Community Relations staff can help you determine the project type you’ll need to reach your audience.
4. Allow Enough Time. Most publications need 6-8 weeks from the time we receive the manuscript to delivery of printed copies. Small projects may take less time, and major projects will take longer. (See Project Timeline Requirements for details.)
5. Complete a Project Work Order Form. The work order assists us in assigning your project to the appropriate people and helps keep the job on track while it's in progress.

   Note: Occasionally we won't be able to accept a particular job because of the limited size of our office and our heavy workload. If that occurs, we will make every effort to refer you to an approved UNCP freelancer.

6. We require all materials, including manuscripts, information or other data and available photos, at the initial meeting. We will begin work on your project upon receipt of these items. Following the initial meeting (if required), we will set up a production schedule. This schedule will provide a list of dates indicating the progression of your project.

PROJECT RESPONSIBILITIES

We’ll:

• Meet with you as soon as possible after receiving your work order to discuss the concept, goals and audience for your publication and to set up a production schedule.
• Edit and design the publication to best meet your needs, schedule and budget. We will make recommendations about wording, graphics, type fonts, paper and ink colors.
• Assist you in choosing photos or graphics for the project when necessary.
• Keep you informed of the progress on your project and request your approval at appropriate points.
• Work with the printer to ensure that project specifications are followed and that the schedule is maintained.

You’ll:

• Allow enough time.
• Return the project on schedule when it is in your hands for review and proofreading.
• Carefully check the final copy and design before the project goes to production.
• Make appointments before coming to the Office of University and Community Relations. This ensures that we have adequate time for everyone and saves your time.

PROJECT OVERVIEW

1. Department/client fills out work order for project.
2. Work order is sent to University and Community Relations.
3. If needed, a meeting is scheduled by University and Community Relations with you (and designer/writer/Printing Services if necessary).
4. University and Community Relations (writer/printing services/project manager) may meet with you to discuss the concept, goals, audience, production timeline and budget of project.
5. University and Community Relations develops a production schedule for you. This timeline will include the production type (print/copy), writer, timeline and bid (if requested).
6. You’ll approve bid/timeline for project.
7. Project is sent to writer and/or photographer.
8. Project is sent to editor.
9. Budget authority signs off on final project.
10. Editor makes all final checks in order to prepare the project for print.
11. Project sent to printer. University and Community Relations verifies printing timeline.
12. University and Community Relations approves final proof.
13. Project is delivered from printer.

SERVICE REQUEST FORMS

• Photography Request Form
  • PDF - requires Adobe Reader
  • Word - requires Microsoft Word

Updated: Thursday, July 12, 2007

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