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Policies & Procedures

General Policies
The Office of Communications is responsible for communicating key institutional messaging to the outside world. The Office seeks to inform our constituents, the media, and the general public about the quality and diversity of the programs, faculty, and student population at Southern Vermont College.

To ensure the level of quality deemed appropriate by the Office of the President, any and all documents that are created to promote, advertise, fund raise, or in any manner solicit services for the College must be reviewed by the Office of Communications. These documents include but are not limited to: College Catalog, Community Standards of Conduct, website, press releases (excluding athletics), advertisements, invitations, brochures, programs, and off-campus flyers and posters, as well as mass mailings to students, parents, alumni, or friends of the College.

In addition, any and all documents that are created for an external audience must be reviewed in draft and final form (before printing) by the Office of Communications. Disagreements regarding the presentation of College materials between the Office of Communications and the office contracting the work will be decided by the President.

To ensure a consistent graphic identity with all outgoing materials, please refer to the Graphic Identity Standards below.

How to…Make a Web Update or Add to the Site
Submitting News: To submit news or an event for the internal College Connections page and/or externally on the SVC website, send the information to Assistant Director of Communications Marion Whiteford at mwhitfrd@svc.edu. If this is significant news and needs immediate response, please indicate that as well. If possible, this will be posted within 24 hours, but please allow us the maximum of two days to upload this to the website.

Updating a Site: To make changes to the website (e.g., changes to a program, curriculum, faculty profiles) please email information to the Assistant Director (mwhitfrd@svc.edu) including the URL of the page to be changed and a description of the edits. If changes are in the area of curriculum (e.g., changes to a program area), the Assistant Director will consult with the Dean of Faculty or Registrar to ensure approval has been given.

Developing a New Page or Link: To develop an official web page for the College’s website, offices should schedule a planning meeting with the Assistant Director to determine work deadlines, copy, and design concepts. Official web pages will follow a template so that users of the site will know that the page is connected to the College. All College offices must adhere to the design template for official web pages. It is the responsibility of the contracting office to provide preliminary copy and meet planning deadlines. Failure to do so could result in a later completion date.

How to Help Us Get the Word Out; Tell Us Your Stories!
How can you help SVC get positive exposure in the media? Send us your stories…whether it’s about something you’ve published professionally or a conference you’re attending or if it’s about a student you know who is doing something interesting. The Office of Communications will determine if this is a story for the press or kept internal.

Requesting Press Exposure for an Upcoming Event
To develop press releases, offices should schedule a planning meeting with the Assistant Director of Communications as soon as possible to discuss publicity ideas, planned events, and deadlines. For scheduled events, it is the responsibility of the contracting office to provide the 5 W’s– who, what, where, when and why; photo requests, and a suggested list of publications to utilize.

Speaking to the Media
Questions from the media should always be directed to the College President or their designee.

Graphic Identity Standards, Seals, and Logos
Contact the Office of Communications for permissible usage of the SVC logo. The SVC College logo should be the first thing that outside constituencies notice when opening any type of mailing or on every page of our website. All official College web pages should contain the logo. Documents printed with the official College logo should be reviewed by the Office of Communications.

The round official College seal is recommended for use on certain documents (i.e., commencement materials).

Styles Standards
SVC styles for common College word usage. 

Email Signatures:
Formal email signatures for the College should, just as business cards, have a consistent look. See below.

Marion Whiteford
Assistant Director of Communications
Southern Vermont College
982 Mansion Drive
Bennington, VT 05201
802 447-6388
communications@svc.edu
www.svc.edu

How to…Request a Print Publication.
The Office provides professional publication design and printing services–flyers, postcards, brochures, advertisements, invitations, programs, etc., for College departments, staff and faculty. Depending on the nature of the printed piece, it is recommended to submit your request to the Office of Communications, either sbiggs@svc.edu or mwhitfrd@svc.edu at 3-4 weeks in advance of deadline. (Note: We understand that some projects may require longer or less time; we will do our best to accommodate certain deadlines requested by the contracting office.) Failure to allow for sufficient design and turnaround time could result in a later completion date.

Budgeting: It is the responsibility of the contracting office to review¬–when preparing an annual budget–publications, advertising or other communications projects that may be needed in the coming year, and budget appropriately. The Office of Communications is willing to help you estimate expenses.

Publications Procedures: Documents will be reviewed for typographical errors, content accuracy, quality and color of paper and overall presentation. The review-process time line is determined by document length and difficulty. To ensure production at a timely rate, offices that are planning events should consult with the Office of Communications about advertising and publicity materials (invitations, programs, etc.) at least two weeks in advance.

1.    Publications/graphics – To develop a publications piece, offices should schedule a planning meeting with the Office of Communications as soon as possible to determine work deadlines and copy and design concepts. Please see accompanying publications scheduling form. It is the responsibility of the contracting office to provide the copy information – The 5 Ws: who, what, when, where and why: photo requests and design concepts, if applicable, as well as meet planning deadlines. Failure to do so could result in a later completion date. Please be prepared to submit copy for publications (hard copy with an e-mail version).

2.    Advertising – to develop advertisements, offices should schedule a planning meeting with the Office of Communications as soon as possible to discuss advertising rates and press deadlines. Failure to do so could result in a later completion date. It is the responsibility of the contracting office to provide the 5Ws – who, what, when, where and why; photo requests; and design concepts if applicable. Please be prepared to submit copy via hard copy and e-mail. The Office of Communications is responsible for generating the finished piece to the media.

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