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Menu The Tennessee state legislature mandated in 1977 that certain controls be placed on publications produced by state agencies and directed the various branches of state government to establish policies and procedures to carry out that function. A Higher Education Publications Committee (HEPC) composed of the heads of the Tennessee Higher Education Commission, the State University and Community College System, and the University of Tennessee system was established in accordance with the legislation (Tennessee Code Annotated 12-7-106-8).
In 1979, the HEPC established rules and regulations which require Tennessee Technological University and other state universities, community colleges and technical institutes to review publications prior to their production. The intent is to ensure that these publications are produced economically, are consistent with the publication's goals and are appropriate for the projected audiences of the publication. These rules and regulations were revised in 1990.
In 1979, Tennessee Tech established minimum graphic standards to ensure that all printed material by any entity associated with the University and that represents the University reflect a desirable image in a clear, consistent, and forceful manner. A logo was adopted for use on letterhead and publications.
Tennessee Tech has established a publication policy that meets the requirements of the HEPC and the Tennessee Board of Regents (TBR) and enables the University to monitor its graphic standards while providing assistance to faculty and staff in their publication efforts. This policy was revised in 1991, 1995, 1999 and 2001.
For each publication, the HEPC requires the Office of Public Affairs to 1) review it, 2) determine if its printing is justified, 3) maintain information about it, 4) assign it an authorization number, and 5) ensure that it is affixed with Tennessee Tech's affirmative action statement.
6.1 Definition of Publication
Materials defined as "publications" by the HEPC which are subject to these policies and procedures are: (1) any University printed material which is intended to be seen by any off-campus person, group or organization, whether the material is used on campus or off campus, and (2) any University material intended to be seen by either on-campus or off-campus groups if it is printed by a commercial printer.
Forms are considered publications under HEPC guidelines if they meet the other criteria for publications. Excluded from the policy are student publications and materials which are produced on campus for on-campus use only, including research project reports, research survey materials, classroom testing materials and instructional materials.
6.2 Approval of Publications
All publications, whether new or revised, must be reviewed, approved and assigned a publication number by the Office of Public Affairs. The Purchasing Office cannot issue a requisition for the printing of any Tennessee Tech publication without the approval of the Office of Public Affairs (TCA 12.7.106 [d]).
The graphic artist and the Assistant Director-Publications work with the originator of the publication to ensure that the publication is produced economically, fulfills its intended use, and is consistent with University graphic standards. Minimally, this involves assigning an authorization number; ensuring proper use of logo, affirmative action statement and TBR identifier; writing and printing specifications; and designating the publication for printing either by Printing Services (preferred and generally least expensive) or an off-campus printer. All publications should be produced on campus when economically feasible.
Specifications and the assignment of the publication to Printing Services or an off-campus vendor are recorded by the graphic artist and/or the Assistant Director- Publications on a Publications Authorization Form. One copy is retained by the graphic artist to serve as a record of University publications, and one copy is delivered to either Printing Services or Purchasing, depending on where the publication is printed. The completed form indicates the publication has been reviewed and approved by the Office of Public Affairs and the originator, as required, and also provides printing and/or bid specifications. Printing Services will not print publications as defined in Miscellaneous Policies and Procedures, Section 6.1, nor will Purchasing and Accounts Payable process a requisition for off-campus printing unless it has been reviewed and approved by the Office of Public Affairs.
In the event that a publication does not require review by Public Affairs, and Printing Services has approved the publication's printing by an off-campus printer, Printing Services will provide an authorization form to be delivered to Accounts Payable or Purchasing with the publication's requisition.
In order to demonstrate proper authorization prior to printing, the HEPC requires that the Office of Public Affairs assign a number to each publication as part of the approval process. Records of assigned numbers are maintained on campus and periodic reports may be requested by the HEPC or TBR. The numbering system incorporates institutional identification, a sequential number from the Office of Public Affairs, a Printing Services job number, and the year of printing. The number must appear as part of the printed publication. (See Miscellaneous Policies and Procedures, Section 6.5 for examples of publications that do and do not require authorization numbers.)
In addition, the TBR also requires an appropriate identifier on publications (See Miscellaneous Policies and Procedures, Section 6.3.3), and Tennessee Tech requires that publications include affirmative action statements, as follows:
Tennessee Technological University is a Constituent University of the Tennessee Board of Regents. TTU is an EEO/AA/Title IX/Section 504/ADA University.
6.3 Graphic Standards
6.3.1 Logo
The main element of the University's visual identity is the official logo, represented by the interlocking TTU. The official logo must appear on all University publications. Other logotypes are not authorized for use on University materials, with the exception of the University's athletics symbols and the University Seal, which is discussed in Miscellaneous Policies and Procedures, Section 6.3.2.
The logo may not be altered. It must remain in the proportion as originally designed. Embellishments such as stars, borders, type (other than authorized logo/wordmarks) or drawings constitute alterations and are not permitted. The logo may not be used as a background for surprinting. Placement of the logo next to another organization's logotype or another stylized graphic device is allowed only in special circumstances.
It is preferred that the logo be printed in black or in the University's colors--either purple (PMS 266) or yellow (PMS 109). In four-color publications, process color approximating PMS 266 or PMS 109 is permissible. If a publication is printed in a single color other than black, purple or yellow, the logo may be printed in the alternate color as well.
Camera-ready reproductions of the logo and wordmarks are available from the graphic artist and must be used for printed or paper-based publications so that technical quality is maintained. To aid in Internet, video, multimedia and computer presentations, digital files of the logo and wordmark are also available through the Office of Public Affairs. The use of other computer-generated recreations of the logo (photocopied, cut out of an existing publication or scanned) is prohibited.
6.3.2 University Seal
The University Seal is used only on official documents on formal occasions. It is not to be used in place of the logo. Its use on publications requires approval of the President.
6.3.3 Stationery
Only letterhead stationery in the format specified can be used. Letterhead is to be printed on 24-pound white bond, 8 1/2 by 11 inch paper with the logo/wordmark and the campus user's address in black ink. Text is Times. The width of the logo is 3/4 of an inch. It is placed one inch from the left edge of the sheet and 3/4 of an inch from the top of the sheet. The name of the campus unit, users' address and telephone and fax numbers are separated from the wordmark by a hairline rule and are aligned with the left edge of the wordmark. Office street addresses, building locations, internet usernames and World Wide Web urls are optional. (Only department or unit e- mail usernames are permitted on letterhead; no individual accounts are permitted. Only department or unit urls--those that are linked to the University's web site--are permitted; no personal sites are permitted.) An academic unit's specific programs, limited to two lines, are optional. Directory information shall not exceed five lines.
TBR guidelines require that all 8 1/2 by 11 letterhead include the following identifier:
Tennessee Technological University is a Constituent University of the Tennessee Board of Regents.
Less expensive inter-office memoranda stationery is for internal and informal correspondence. The overall size of memoranda stationery shall be one-half or one-fourth that of regular letterhead and shall follow the same design format as regular stationery. Individuals' names may not be printed on either regular stationery or inter-office memoranda stationery. Note cards or other stationery items must be approved and produced by Public Affairs.
Style Sheet examples are available in the Office of Public Affairs.
6.3.4 Envelopes
Envelopes in various sizes are printed on white wove, 24-pound stock, with the logo/wordmark and the campus user's address in black ink. The width of the logo on standard No. 10 envelopes is 3/4 inch. It appears 1/2 inch from the left edge of the envelope and 1/2 inch from the top. Campus users' addresses appear 1/8 inch to the right of and in line with the top of the logo's interlocking Ts. Text is Times.
6.3.5 Business Cards
Business cards are printed by Printing Services on white 80-pound cover stock or equivalent, 2 x 3 1/2 inches, in black ink or in the University's colors, purple (PMS 266) and yellow (PMS 109), plus black. The width of the logo on business cards is 1/2 inch. The logo and wordmark appear in the top left corner. The logo/wordmark is positioned 3/16 inch from the left side and top of the card. A campus user's name, title and office or department name are aligned flush left with the wordmark, 3/4 of an inch from the top of the card. Style Sheet examples are available in the Office of Public Affairs.
Directory information is separated from the user's name/title/office by a hairline rule printed in a 50 percent screen and aligned with the wordmark. Directory information can include campus address and/or street address, office phone and fax numbers, electronic mail address, web site url, and home telephone and fax numbers. Text is Times. Business cards in other designs or containing graphic devices other than the logo, or text other than specified above, are not authorized. Name/title/office and directory information shall not exceed eight lines.
6.3.6 Exceptions
There are times when special events warrant the temporary use of artwork replacing the University's official logo. Tennessee Tech's recent capital campaign is an example of a special situation. The Sharing the Vision capital campaign was five years in duration; after its conclusion, its art was no longer used in place of the University logo.
Any deviation from the use of the official University logo must be approved through the Office of Public Affairs.
6.4 Design and Layout Services
The Publications Office in the Office of Public Affairs is required by the HEPC to review publications before printing to ensure economical reproduction, compliance with University graphic standards, and quality control in content and design. The graphic artist and Assistant Director- Publications are available to design and/or layout and write publications for faculty and staff members. The graphic artist and Assistant Director-Publications may suggest ways in which time and money can be saved in the production of publications, but early consultation is necessary in order to take advantage of such savings.
The Publications Office will produce a design that satisfies both the originator of the publication and the Office of Public Affairs, but mechanical limitations of the printing process, appropriateness of time and cost, consideration of the publication's audience, and consistency with professional design standards and University graphic standards will have a bearing on the final design.
All copy submitted for use in a publication will be read and checked for accuracy in spelling, grammar and punctuation. Changes may be made to clarify, reduce repetition, avoid ambiguity, correct factual errors or smooth out rough passages. Questions about the content or suggestions for major textual revisions will be directed to the author. The Office of Public Affairs may provide assistance with the initial copy preparation, although originators of publications are generally responsible for producing complete, accurate and grammatically correct copy. Final copy must have the approval of both the originator and Public Affairs.
6.5 Examples of Publications as Defined by Policy
6.5.1 For purposes of complying with Public Chapter 563 of 1982, publications may be defined as any printed matter which is produced for general distribution outside the campus or unit. Examples of publications which require an authorization number are:
6.5.1.1 Student recruiting brochures, pamphlets, posters, fliers, etc.
6.5.1.2 Undergraduate and graduate catalogs
6.5.1.3 Admissions applications (if printed not as part of a catalog)
6.5.1.4 Residential applications
6.5.1.5 Financial aid applications
6.5.1.6 Brochures, posters, calendars, pamphlets, fliers, programs, etc., promoting cultural or athletic events
6.5.1.7 Alumni and development solicitation materials
6.5.1.8 Seminar and workshop registration forms, brochures, etc.
6.5.1.9 Research project reports (if printed for general distribution to other than institutional officials and the sponsoring agency)
6.5.1.10 Community service informational brochures, pamphlets, etc.
6.5.1.11 Treasurer's reports and other financial documents provided to parties outside the institution
6.5.1.12 Campus telephone directories
6.5.1.13 Employee benefits booklets, posters, etc.
6.5.1.14 Purchasing requests for bids
6.5.1.15 Purchase orders
6.5.1.16 Employment applications
6.5.1.17 Placement forms
6.5.1.18 Athletic ticket applications
6.5.2 Other publications which must have an authorization number, but are not as a rule produced for the general public, are:
6.5.2.1 Campus, college and department newsletters, tabloids, magazines, etc.
6.5.2.2 Faculty and student handbooks
6.5.2.3 Employee training manuals
6.5.3 Certain printed materials which are intended solely for internal use may be excluded from the requirement that an authorization number be affixed. Examples of such internal use publications are:
6.5.3.1 Work processing forms for internal use, e.g., work orders, requisitions, transfer vouchers, voucher authorizations, vehicle requests, personnel action forms and similar documents used solely for the internal processing of work.
6.5.3.2 Research project reports (if printed for distribution solely to institutional officials or the sponsoring agency) 6.5.3.3 Research survey instruments
6.5.3.4 Classroom testing instruments
6.5.3.5 Instructional materials, e.g., workbooks, laboratory manuals, etc., even if sold on consignment at a campus bookstore
6.5.3.6 Personnel policy manuals
6.5.3.7 Fiscal policy statements
6.5.3.8 Grade reports
6.5.3.9 Tickets for cultural and athletic events (whether distributed internally or externally)
6.5.3.10 Student newspapers
6.5.3.11 Student yearbooks
6.5.3.12 Meal tickets
6.5.3.13 Traffic citations
6.6 Higher Education Publications Committee Advisory Committee Members
Charles Holmes, Chair
Director of University/Community Relations
Memphis State UniversityJim Bennett
Assistant Vice President for University Relations
University of Tennessee SystemDennie Burk
Director of Public Affairs
Austin Peay State UniversityMartha Henegar
Director of Marketing and Public Relations
Nashville State Technical InstituteFred Sauceman
Director of Alumni and University Relations
East Tennessee State UniversityGeorge Walker
Director of Publications
Shelby State Community CollegeAnn Whiteside
Coordinator of Community Relations, Information and Publications
Volunteer State Community College