(Note: The following procedure applies to all items; i.e. schedules, brochures, flyers, reply cards, applications, catalogs, handbooks, etc.

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2 PUBLICATIONS AND COMMUNITY INFORMATION Printed Materials All printed materials that will be printed by outside printers for distribution to the public, such as brochures, schedules, applications, program announcements, and reply cards, are to be channeled through the Office of the Director of Marketing Communications. (The exceptions are: letterhead stationery and envelopes, "from the desk of" pads, and business cards. Requests for these items are to be channeled through the Campus Store.) Requests for printed materials should be submitted through a Printed Materials Request form and should include a description of size, ink color, content, number of copies desired, whether the item is to be folded, and whether the item is to be mailed. This form must accompany all requests for printed materials and is available in the Office of the Director of Marketing Communications. (See PCI 11 for sample of form.) All information for the complete project should be submitted from the beginning. Changes in content will not be made after the copy Requisition numbers must be indicated on the Printed Materials Request form and the immediate supervisor's signature must appear on the form before the order can be processed. Ordering Printed Materials (Note: The following procedure applies to all items; i.e. schedules, brochures, flyers, reply cards, applications, catalogs, handbooks, etc.) Procedure to Follow: 1. Person requesting a printed project should develop a draft of the information he/she would like included on the piece. Content should be discussed with immediate supervisor and be approved by supervisor before contacting the Director of Marketing Communications. 2. A "Printed Materials Request" form (see PCI 11) should be completed, filling in as much information on the form as possible. If necessary, contact the Director of Marketing Communications for help in completing the form ( ). 3. Type a requisition for printing/paper. Indicate this requisition number in the proper place on the Printed Materials Request form (upper right hand corner). 4. Type a requisition for mailing (if necessary). Indicate this requisition number in the proper place on the Printed Materials Request form (upper right hand corner). 5. Obtain signature of immediate supervisor on Printed Materials Request form. 6. Send the Printed Materials Request form along with the printed materials draft, to the Director of Marketing Communications (Central Offices). 7. Send the requisitions immediately on through proper channels. NOTE: The requisitions must be received by the Director of Purchasing before the order can be placed. 8. The Director of Marketing Communications will contact the issuing office within one week of receipt of the draft and completed Printed Materials Request form to discuss final copy and design. 9. Once the requisition(s) have been received by the Director of Purchasing, he will work with the Director of Marketing Communications to process the request and order the services necessary to complete the project. 10. If a photograph is needed, "Guidelines for Obtaining Photographs" will be followed. If an artist's drawing is needed, suggestions relating to the drawing desired should be indicated on the "special instructions/remarks" portion of the Printed Materials Request form.

3 11. It is the responsibility of the Director of Marketing Communications to be sure the wording of the piece correlates in tone and content with other College materials. It is also the Director's responsibility to see that the correct affirmative action statement appears on the final product and that the TCC logo has been used correctly. (See "Correct Use of TCC Logo" in this section -- PCI 13) 12. The Marketing Communications Office will contact the issuing office when the project is ready to be proofed. The project should be proofed, corrected, and returned to the Marketing Communications Office as soon as possible. The final project will be sent to the printer by the Director of Marketing Communications. 13. The completed printed piece will be delivered to the issuing office or to TCC Shipping and Receiving Department. As specified on the Printed Materials Request. 14. The Shipping and Receiving Department will deliver one copy of the publication to the Supervisor of the area ordering the publication for his/her review and acceptance, which will be indicated on the Receiving Report (See PCI 12). 15. The Shipping and Receiving Department, upon receiving the signed Receiving Report, will deliver the brochure to the College warehouse for storage. (See "Storage of College Publications" in this section.) Signage and Banners Signage for events, meetings, and other campus activities can be requested from the office of Marketing Communications. Requests should be submitted to the Director of Marketing Communications a minimum of 2 weeks in advance. Banners can also be provided for campus events for indoor or outdoor display. Banner requests should be submitted to the Director of Marketing Communications a minimum of 2 weeks in advance of the announcement or event. Marketing Communications staff members will work with the requesting office to complete all signage and banner content and design. TCC Logo and Affirmative Action Statement All materials going outside the College must carry the TCC logo and the TCC affirmative action statement. The current affirmative action statement is: It is one part of the operational policy of Tulsa Community College to practice non-discrimination in employment. It is against the policy of the Community College to discriminate against, or exclude from participation in benefits or activities either on the staff or in the student body, any person on the grounds of race, color, religion, age, sex, disability, national origin, or status as a veteran. Guidelines on the usage of the TCC logo are included as appendix PCI 13. ALL areas within the College should check with the Director of Marketing Communications if they have questions regarding the proper use of the TCC logo or affirmative action statement. Bulk Mail Permit The College bulk mail permit should be used only if the printed piece will be mailed in bulk 200 pieces at a time and zip code sorted.

4 Time schedule for ordering printed materials The following time schedule should be considered in requesting printed materials once the Printed Materials Request form and copy have been processed through the office of the Director of Marketing Communications and the requisition(s) has been received by the Director of Purchasing. Selection of Vendor Allow a minimum of 10 working days (Saturday and Sunday not included) for quotes or bids to go out and come back. If the minimum quote or bid is over $20,000, the low bid must be considered in the next monthly board meeting before further action can take place. Typesetting and Printing Once a project is received by the Director of Marketing Communications and the requisition(s) is received by the Director of Purchasing, allow 30 days for typesetting, proofing, paste up, and printing. In-House Printing and Graphics Since most campus offices are now equipped with basic desktop publishing and graphics software, inhouse projects can be produced by the requesting office on campus. If special assistance is required for materials produced in house, contact the office of the Director of Marketing Communications. A minimum of 8 working days should be allowed for production. Storage of College Publications College publications will be stored in the college warehouse. Warehouse personnel will store the College publication in an orderly fashion and await for distribution to one of the College's facilities. In-House Distribution of College Publications The office of Marketing Communications maintains inventory control for College-wide publications (i.e. catalogs, program brochures, recruitment brochures, etc.) Areas requesting brochures should contact the Marketing Communications Office to initiate an electronic warehouse transfer. The area responsible for the development of specific program brochures (i.e. honors, continuing education, international language) maintains inventory for those publications and should work with the campus Provost regarding display of the materials on College brochure racks. The campus Provost is responsible for the selection of the various areas on the campus where College publications are to be displayed. Each campus Provost has appointed one person who is responsible for the maintaining of the display areas on campus. The campus person in charge of the display areas will contact the area responsible for the brochure for the number of copies needed to be displayed. The person responsible for the particular publication will then fill out a Warehouse Transfer Requisition Form (See PCI 15), and send it to the Shipping and Receiving Department, who will in turn deliver the publications needed to the campus person in charge of the display areas. The publication is then put in the appropriate display area by the campus person in charge of display areas.

5 Inventory Control System of College Publications The person in charge of a particular publication is responsible for the inventory control of each publication developed in his/her particular area. It will be the responsibility of the particular area in charge of each College publication to maintain an inventory control card (see PCI 16) on each publication so that the area will know at all times how many copies are on hand. The Receiving Report and Warehouse Transfer Requisition forms can be used to keep the inventory control cards updated. The responsible area should reorder when quantities get low. Content should be reviewed before reprints are ordered. Reprints require a minimum of 4 weeks to complete, including the bidding and printing process. Photographs Procedure to Follow to Obtaining In-House Photography Assistance 1. Contact the Marketing Communications Office at least one week in advance of the event and provide the following information: a) how many photos are needed b) prints or digital photographs c) subject matter to be photographed d) age and ethnic preference of people to be photographed e) staging suggestions 2. If photos need to be taken off campus, issuing office must provide the name of a contact person at the location; if it is to be taken in a company, the company name and address is needed, and a phone number for the company and contact person must be provided. (Issuing office should have informed the contact person that he/she would be contacted by the TCC office of Marketing Communications regarding photos.) 3. The Director of Marketing Communications and the staff photographers will work together on the photography assignment. The photographer should use his or her discretion on lighting, lenses, etc.; but should follow the Director of Marketing Communications' stipulations on subject matter and locations, as well as staging of photographs. 4. Generally, no fewer than six shots should be taken for each photograph requested for a specific assignment. Proof sheets of all shots taken on the assignment will be provided by the Director of Marketing Communications. 7. Proof sheets can be reviewed by the requesting office in the office of Marketing Communications. Negatives will not be released. All photo print orders are placed by the office of Marketing Communications as requested by individual campus departments. Procedure to Follow in Securing the Assistance of a Private Photographer All photography assignments completed by private photographers must be coordinated through the Director of Marketing Communications. The information listed as steps 1 and 2 for in-house photography is relevant when working with outside photographers. The Director of Marketing Communications will select a photographer, and will work with the private photographer and the TCC issuing office in a similar fashion as the procedure for in-house photography.

6 Newspaper News Release and Publicity Procedure News releases, including requests for special coverage, to newspaper, and radio, or television stations are handled by the Media Relations Specialist in the office of External Affairs. If individual offices elect to do their own releases, the following guidelines should be followed: 1. A minimum of one week should be allowed for the "Tulsa World", local radio, and local television stations. Calendar events should be submitted to media "Community Calendar" coordinators a minimum of two weeks in advance. Some media outlets require 30 days advance notice. 2. Provide detailed information as possible. Spell all names, titles, etc., correctly and legibly. Use complete names of organizations, not abbreviations or short-cut versions. Remember "who, what, when, where, why, and how." Tips for Effective News Releases Make sure your news release contains the following particulars: time, date, place, exact title of event, any costs involved, and purpose. Essentially, the who, what, when, where, why, and how. This may mean sending several different versions of the same release to several different publications, but the media will more likely use them when you provide a local hook. If you need a photographer and/or multiple prints, contact the Marketing Communications Office. (NOTE: Be sure to provide clear identification of all subjects in the photograph.) Television morning shows plan their calendars approximately two months in advance. Community calendars and similar listings require four to six weeks lead time. Television and radio stations require approximately a week advance with a follow-up reminder. News Features The news media is always searching for news worthy feature stories and ideas. The Media Relations Specialist is in contact with the news media on a regular basis, and is in a position to communicate feature story ideas to the media which are related to students, programs, and events at TCC. TCC personnel are encouraged to contact the Media Relations Specialist regarding possible feature ideas. All possibilities will be considered and evaluated. The steps listed below will be followed in trying to secure a news feature: 1. When the Media Relations Specialist receives information for a possible feature, the media representative who might be most interested in the feature will be contacted. 2. If the idea is accepted by the media contact, the Media Relations Specialist will coordinate communications between the media representative and the TCC contact person. 3. The Media Relations Specialist will schedule a meeting for all parties involved to discuss the feature. The meeting will be held in a location conducive to the feature idea being discussed. 4. After the meeting, the Media Relations Specialist will follow-up the assignment by contacting the media representative to see if further information is needed.

7 On-Campus Press Contact Occasionally, reporters and/or media personnel drop by the College to follow-up on a story in progress. When individual areas are visited by the media as a follow-up on a story in progress, the area supervisor should handle these contacts in his/her best judgment. If the news media calls a campus office and requests an interview on a new story, television coverage, etc., they should be referred to the Campus Provost or the Media Relations Specialist. If the news media appears on campus, they should be channeled to the Campus Provost when available, or either the Dean of Instruction or the Dean of Student Services. Newspaper Ads Areas within the College requesting placement of special ads in the newspapers should work through the Director of Marketing Communications. The requesting office should submit the request in writing, stating how the ad is to read, or a general idea of the subject matter to be presented. If the request is submitted by an instructor, the Associate Dean's signature or initials must be on the request. A requisition signed by the appropriate supervisor must be attached to the request indicating the account number to which the ad is to be charged. The Director of Marketing Communications will work with the person issuing the request to be sure the wording of the ad will convey the message desired, and hopefully achieve the results the issuing office is seeking. The Director of Marketing Communications will work with the appropriate account representative to place the ad in the newspaper. Radio Procedure for Requesting Radio Public Service Announcements 1. Public service announcements are run on radio free of charge on a very limited basis. Stations rotate public service announcements (p.s.a.s) and specific airing times cannot be requested. This service is used by many agencies and organizations. In order to have an announcement aired an adequate number of times, it should be submitted to the Director of Marketing Communications approximately six to eight weeks in advance of the "kill date" -- the date the spot is no longer valid. 2. Submit the p.s.a. information in writing, indicating what information needs to be included in the announcement, and when (what dates -- between when and when) the spot is to run. Keep it brief. Many p.s.a.s are no more than ten or twenty seconds. The announcement must pertain to an event that is free and open to the public. 3. The Director of Marketing Communications will prepare a typed copy of the announcement to send to the radio stations. This copy will include the name and extension of the TCC contact person who initiated the request, as well as beginning and ending dates through which the spot is to run. 4. The Director of Marketing Communications will mail the p.s.a.s to the radio stations, and will forward a copy to the TCC contact person for his/her information and file.

8 Procedures for Requesting Paid Radio Spots At this time, paid radio time is used to announce enrollment, late enrollment, etc. Persons wanting to purchase radio time to announce events, etc., should work through their immediate supervisor and the Director of Marketing Communications. Radio News Features The College has used radio very seldom in placing news features. Most news stories relating to TCC are initiated from the radio stations. Television Public Service Announcements Television p.s.a.s are scheduled six to eight weeks in advance. Persons within the College wanting to publicize a TCC event through television p.s.a.s, should contact the Director of Marketing Communications no later than eight weeks prior to the event in order to allow sufficient production time with the station. Television Features/News Events Television stations are as interested in news events and feature ideas as any other form of news media. They are unique, however, in that their presentations have to center on "visual" interests. Persons throughout the College who desire television coverage of programs or events should submit the request in writing or call the Media Relations Specialist to secure television coverage. NOTE: Media Relations contacts the various media areas (i.e., papers, radio, and TV) regarding news coverage and features at the College. The media will or will not cover requested items at their discretion. Cable Television The College runs telecourses over TCC Channel 21, Cox Communications. Between semesters, announcements pertaining to TCC can be aired. Persons wanting to run an announcement on cable television should work through their immediate supervisor and the Dean of Distance Learning at Metro Campus. Rules for Uniformity of Style When TCC Talks to the Public Tulsa Community College or TCC The Tulsa Community College logo should appear on the cover of brochures and flyers for identification. On the inside of brochures, a first reference to the College should be Tulsa Community College. After that, TCC or the College can be used. Do not use T.C.C. Reference to a Specific Campus Tulsa Community College Northeast Campus or TCC Northeast Campus. Same for TCC Southeast Campus, Metro Campus, and West Campus. A comma is not necessary (such as TCC, Northeast Campus).

9 Abbreviations for TCC Campuses Use NE and SE to designate Northeast and Southeast Campuses, MC for Metro Campus, and WC for West Campus. Do not use these abbreviations for campus names on correspondence going outside the College. The Word 'College' When referring to TCC, use a capital C -- as in College. When referring to any specific college (such as Rose State College), always use a capital C, as in College. When referring to any college, without mentioning a specific one, use a small c, as in college. Equal Opportunity Statement There are two statements which are acceptable: a. It is one part of the operational policy of Tulsa Community College to practice non-discrimination in employment. It is against the policy of the Community College to discriminate against, or exclude from participation in benefits or activities either on the staff or in the student body, any person on the grounds of race, color, religion, age, sex, disability, national origin, or status as veteran. b. An Equal Opportunity/Affirmative Action Employer The first statement should be used on most printed materials. The second is used for stationery, primarily. The Semesters Use fall semester, spring semester, summer term; no capital letters. A Specific Course - Non-Credit Each word of the title of a course should begin with a capital letter, as in Basic Computer Concepts, Genealogy, Advanced Calligraphy, etc. Possible exceptions would be if the title contained the word 'and' or other connectives, such as Drawing and Sketching, Typing for Beginners, or Fundamentals of Portrait Photography. It is optional whether a capital letter is used for these words. a.m. or AM Use a.m. (not AM, A.M., or am) Use p.m. (not PM, P.M., or pm) Related Words Used in a Sentence Math, aviation, aerodynamics, and flight theory. (comma before 'and') Blue, yellow, pink, green, and possibly brown. (comma before 'and') Office of the Registrar or Registrar's Office.

10 Credit Courses Use math, biology, physics, English, art, Spanish, etc. when referring generally to the courses. Capitalize any specific languages; others do not take a capital letter. When referring to specific courses, use Accounting 1013, Art 1113, Horticulture 2433, etc. Use of the Word 'Program' to Cover a Group of Related Studies Administrative Management Program (Program with a capital P), Nursing Program etc. Degrees Associate in Arts degree (degree with a lower case d) Associate degree (lower case a and d for the generic use) Use of Ms., Mrs., or Miss Use Mrs. or Miss when you know which is correct. Use Ms. when you do not know.

11 Appendix A - Printed Materials Request

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13 Appendix B - Receiving Report

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15 Appendix C - Procedures - Use of TCC Name and Symbol Use of the TCC symbol must be approved by the Marketing Communications Office.

16 Approved versions of the Tulsa Community College Logo include left-to-right and centered presentations. Contact the Public Information Office for current policy on use of any portion of the Tulsa Community College square or name signature. Both elements are graphic files. The words Tulsa Community College are not a particular font that can be duplicated.