The Marketing & Communications Office provides design services to the campus community as well as review and approval of marketing designs submitted by campus offices, departments, and registered student organizations.
Marketing materials that we design include ads, banners, brochures, fliers, memorabilia, postcards, programs, rack cards, signs, T-shirts, and webpages. Requests for design services should be submitted using Service Now.
Review and Approval
Any marketing item designed by someone in a campus office or an external vendor must go through a review/approval process. If your office or department has designed a marketing item, whether for print or other use, you must request review and approval by submitting an image or proof of your design to email@example.com with images attached in jpg or pdf format; text-heavy documents may be in Word (doc, docx).
Registered Student Organizations (RSOs) using the UAFS logo or university’s name should submit an image of the proof (jpg or pdf) to firstname.lastname@example.org for approval. Printed materials to be hung on bulletin boards or passed out should be taken to the Student Life Office to receive an approval stamp. Please contact email@example.com for more information.
Print Bid Fulfillment and Referrals
Campus clients pay for all outside printing and production. For projects that require competitive bids from process printers (commercial inks on paper), Marketing handles fulfillment. For printing and production services that do not require bidding, Marketing can refer clients to outside vendors.
Working with Marketing
It Starts with Service Now
All requests for design services must be made through Service Now. The person who makes the request on behalf of his or her office is the client. Upon receipt by Marketing, a designer will be assigned and will contact the client to begin work. The client is responsible for all project communications with the designer, including discussion of revisions and giving or relaying final approval.
For PDF instructions on how to use ServiceNOW and filing a ServiceNOW request with the marketing department, click the icon below:
Client Requests and Approvals
Only faculty and staff members may enter a Marketing project request through Service Now. Student workers and part-time student employees may submit project requests and work with the marketing team on projects, but final approval of a project must come from the student’s direct staff supervisor.
When to Submit Requests
For outside print projects, clients should submit a request at least five weeks before the date by which the materials are due in hand or ready to mail. This allows time for design, bids, production, and delivery. For other projects, allow two weeks. Note: Delivery dates may be adjusted because of scheduling priorities.
Timelines and Deadlines
The designer assigned to a given project will determine the project timeline based on factors including type of project, amount of creative work, project priority, and approvals. Work begins after the designer has received all of the needed information. Any delays in providing information or approvals on either artwork or payment can affect the delivery date. The designer, due to workloads and other projects, requests one to two weeks for turnaround of your design, so please plan ahead and allow us ample time to create your piece. Projects that require off-campus printing typically require four to five weeks; other projects may be completed in less time.
Active and Inactive Projects
Projects are open until approval or until they become inactive. If we haven’t heard from a client in two weeks, the project is deemed inactive and we close it. To complete a project at a later date, the client can simply submit a new project request through Service Now.
Client Design Suggestions
The Marketing team is responsible for all university marketing and for maintaining the university’s standards. While clients are welcome to submit ideas, themes, or images for consideration, the design team may deliver an alternative concept to more effectively meet project goals. When promoting recurring events, we may also reuse past designs with minor changes and updates in order to create recognition and maintain continuity.
Client and Student Designs
All client and student designs for marketing materials must go through a review/approval process. You may do this by emailing your proposed design to firstname.lastname@example.org. Acceptable file types: pdf, jpg, and for text-heavy documents, Word (doc, docx).
For Registered Student Organizations (RSOs), please submit your design for review/approval to email@example.com.
Part of the services offered by the Marketing and Communications Department involves the design or approval of various t-shirts for campus events and organizations. In order to avoid resemblance/confusion with other area universities, we are henceforth unable to design or approve any shirts to be printed on a red fabric or shirts with a strong green/yellow theme.
Disapproved colors are:
Gildan: Cardinal Red, Red, Cherry Red, Garnet, Antique Cherry Red, Heather Red, Heather Cardinal
Comfort Colors: Brick, Crimson, Cumin, Chili Pepper, Paprika, Red
Colors that will be considered for approval on a case-by-case basis include:
Gildan: Maroon, Sunset, Rusty Bronze
Comfort Colors: Chili, Watermelon, Salmon
If you are in doubt of a color scheme when designing a t-shirt, or if you need help developing one, please contact Laura Wattles at extension 7510 or Jessica Martin at extension 7154. We are here to help.
Graphic design services are offered to further the Marketing & Communications mission of promoting the institution, with priority placed on student recruitment, alumni communication, fundraising, campuswide special events, and external communications. All design services are provided on a time-available basis.