University Publication and Printing Function and Policies
University Policy Number 1111
Categorized: General Policies
Responsible Office: Office of Communications and Marketing
Related Law & Policy:
- Visual Identity Guide
These policies and procedures apply to all George Mason University academic and administrative offices, all faculty and staff, and any persons representing the university who are involved in the design, writing, editing, production, and printing of university publications or special projects.
II. POLICY STATEMENT
The Office of Communications and Marketing insures that all university printed materials and web sites, including external advertising, meet the visual standards and editorial style guidelines adhered to by George Mason University either by producing the work internally, or approving the work of external agents. Since the university has no offset printing facilities on campus, this office works with Purchasing in competitively bidding and developing contractual arrangements with printers. This consolidated and cooperative approach also achieves substantial monetary savings. All university-wide publications are developed and produced by this office at no cost to the originating office other than for printing. A university-wide publication is one that is essential for the recruitment, retention, and graduation of students. The Office of Communications and Marketing also accommodates requests from other university offices. Since the Office of Communications and Marketing is not budgeted to produce these projects, a charge-back fee for time and materials is made to the office requesting other than university-wide projects.
The Office of Communications and Marketing is responsible for designing, writing, editing, producing, and approving the printing of university publications and special projects in order to project a positive, accurate, and uniform image for the university. Specifically, these responsibilities include:
A. Create and maintain a positive visual identity for the university in its printed and visual communication with its various audiences.
B. Guide university staff on how to appropriately use the university’s visual identity (logo).
C. Review and approve all university publications and advertising completed by commercial agencies, state resources, or off-campus facilities.
D. Review, approve, and order all stationery and business collateral for university personnel including requests to go off state contract, if necessary.
E. Provide project assistance and consultation to university offices in writing, editing, art work, design, web site development, stats, proofreading, photography, slide shows, exhibits/displays, printing, and distribution of publications.
F. Review and approve all requisitions for printing and design.
IV. AMENDMENTS AND ADDITIONS
All amendments and additions to Administrative Policy Number 1111 are to be reviewed and approved by the Office of the Vice President for Communications and Marketing and the Office of the Senior Vice President for Administration and Finance.
V. EFFECTIVE DATE AND APPROVAL
The policies herein are effective July 1, 2005. This Administrative Policy shall be reviewed and revised, if necessary, annually and to become effective at the beginning of the University’s fiscal year, unless otherwise noted.
Maurice W. Scherrens
Senior Vice President
Peter N. Stearns
Date approved: March 17, 2005
Revised July 30, 2021