Publication Creation and Review
Creating a Publication
Points to consider when developing a publication or promotional material:
- Do I have the proper resources to produce this publication? (Often, a publication will require the expertise of a graphic design professional.)
- Has your website been updated and do those updates support the publications you plan to print?
- What is the purpose of this piece? How does it fit in your department's overall marketing efforts?
- Who is the target audience?
- How will the publication be distributed?
- Have you gained approval from your department chair, supervisor, dean and/or vice president to cover costs associated with printing and distribution?
- Are you and your department prepared to handle the results of this type of promotion (i.e., increased telephone calls, increased enrollment)?
- How will the effectiveness of this piece be evaluated in your overall marketing efforts?
The Review Process
APSU's Office of Public Relations and Marketing has certain criteria to determine whether a publication needs to be submitted for review and approval. Per University policy, this office is the campus unit designated by the APSU president to review publications for approval.
You must send a publication for review if it meets any one of the following criteria:
- Printing and/or design costs exceed $50.
- The publication is being distributed off campus.
- The publication is for an on-campus event that is open to the public.
Publications meeting any of the above criteria must have the APSU logo or respective unit identifier and combined Tennessee Board of Regents/affirmative action statement, which is described in greater detail in this section.
(Publications that do not require review may include the official wordmark, unit identifier, APSU logo or other associated trademarks, such as the Governor, the seal or Let's Go Peay! provided they do not alter the mark. The same applies for the TBR/affirmative action statement. Quality control for this will be in the hands of the department producing such items.)
Your publication must be accompanied by the Publication Approval Form. The publication and approval form may be emailed to email@example.com or delivered to the Public Relations office (Browning 206).
Compliance with TBR guidelines, consistency of style, quality, cost effectiveness and correct use of logo are the primary purposes of the review process. All publications submitted must have this affirmative action statement:
Austin Peay State University (APSU) does not discriminate against students, employees, or applicants for admission or employment on the basis of race, color, religion, creed, national origin, sex (including pregnancy), sexual orientation, gender identity/expression, disability, age, status as a protected veteran, genetic information, or any other legally protected class with respect to all employment, programs and activities sponsored by APSU. Inquiries or complaints regarding the non-discrimination policies, including Title IX complaints, should be directed to the Director of Equal Opportunity and Affirmative Action and Title IX Coordinator, Sheila Bryant, 601 College Street, Browning Building/Rm 6A, Clarksville, TN 37044, firstname.lastname@example.org, 931-221-7178. Title IX complaints may also be directed to the Deputy Title IX Coordinator, Greg Singleton Associate Vice President and Dean of Students, 601 College Street, Morgan University Center/Rm 206D, Clarksville, TN 37044, email@example.com (931)221-7005. The Austin Peay State University policy on nondiscrimination can be found at http://www.apsu.edu/policy. Policy 6:003
Abbreviated Statement: Austin Peay State University does not discriminate on the basis of race, color, religion, creed, national origin, sex, sexual orientation, gender identity/expression, disability, age, status as a protected veteran, genetic information, or any other legally protected class with respect to all employment, programs and activities sponsored by APSU. http://www.apsu.edu/policy. Policy 6:003
During the review, staff will edit the publication for both copy and design elements. The latest edition of The Associated Press Stylebook is used in the editing of publications. Also, when applicable, staff will suggest more economical methods to print and distribute your publication.
No publication number will be assigned until all required information is received by Public Relations and Marketing. Staff may request to see proofs containing corrections before the required publication number is given.
Frequently Asked Questions About Publications
Why is this process necessary?
While the requirement of review and tracking publication costs began many years ago with state law (Tennessee Code Annotated Section 12-7-104-106) the component of the law requiring universities to document publications (106) has been repealed. However, the primary reasons for review has always been centered around publication quality control, cost control and brand consistency. While we are now governed by our own board of trustees, these requirements have not changed and the need to ensure quality publications that are well branded are even more critical as we have entered a highly competitive recruiting environment.
What if I need a publication reviewed immediately?
Public Relations and Marketing is allowed three working days to review your publication, from the moment you submit it. However, we understand last-minute situations happen. In such cases, we will attempt to review your publication and assign it a number as soon as possible.
Public relations and marketing campaigns are essential to your program's success. Certain materials, such as brochures, require an extraordinary amount of time to complete, so plan ahead.
How do I create a publication?
Often, creating a publication requires certain graphic design software and expertise. Printing Services in Woodward Library is available to assist you with those needs. For more information, visit the Printing Services website.
All printing requests from APSU departments or organizations must be fulfilled through Printing Services, which offers printing, duplicating and copying services for the campus and local community. If your request cannot be fulfilled by Printing services, efforts will be made to outsource the project. For more information on Printing Services contact Jana Gilbert, print shop supervisor at firstname.lastname@example.org.
If you have any questions regarding publications, contact Charles Booth, assistant director of communication, by telephone at 931-221-7597 or by email.