The University of Tennessee Health Science Center

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1 The University f Tennessee Health Science Center UTHSC Plicy Related t Statinery, Publicatins and Printing Related Frms and infrmatin: Tennessee Higher Educatin Publicatins Cmmittee Printing and Publishing Guide Tennessee Cde Anntated Sectin Effective: 09/26/2014 Objective: T ensure cmpliance with the UT System and UTHSC Graphic Identity Standards and Editrial Style Guidelines. It als supprts UT Fiscal Plicy FI0505, and Fiscal Prcedure F505 which stipulate that all publicatins, brchures, pamphlets, bklets, etc., must be printed by UTHSC Printing Services when feasible. Purpses: T affirm the plicies set frth by the UT system and the Tennessee Higher Educatin Publicatins Cmmittee Publicatins Cmmittee (THECPC) Printing and Publishing Guide. T assure all UTHSC publicatins are in alignment with the requirements f Tennessee Cde Anntated, sectin This affects: Everyne invlved in the prcurement and prductin f printed statinery, publicatins and printing. Prcedure: UTHSC Statinery Letterhead and Envelpes UTHSC Printing Services is the nly printer authrized t print letterhead r envelpes. Printing Services will cnsult with the Chancellr s Office n unusual letterhead requests. UTHSC letterhead t be used fr external cmmunicatins may nt be prduced by individual clleges, ffices r departments. 1

2 Persnal names may nt be printed n letterhead, envelpes r pre-printed interffice memranda. Exceptins may be granted by the Chancellr s Office in instances f develpment gift campaigns r similar activity. Use f UTHSC letterhead fr persnal crrespndence is nt apprpriate. Cllege, department, ffice identificatin (address and phne number) will be incrprated as shwn in the UTHSC Graphic Identity Standards and are expected t be displayed in fur r five lines. Inclusin f the phne number, fax number r address is ptinal. N ther lgs may appear n UTHSC letterhead r envelpes, except as directed by the UT System and UTHSC Graphic Identity Standards and Editrial Style Guidelines. Business Cards UTHSC Printing Services is the nly printer authrized t print business cards. Printing Services will cnsult with the Chancellr s Office n unusual business card requests. Individual ffices r departments may nt create their wn business cards. The fficial UTHSC business card is printed in accrdance with the design set frth and prvided t UTHSC Printing Services by the Chancellr s Office. Business cards are made available nly t emplyees whse university respnsibilities make it apprpriate fr the emplyee t have university business cards. This is determined by the department r unit s directr (assciate vice chancellr, vice chancellr, dean r chair). UTHSC academic titles may be included n UTHSC business cards. They are nt permitted n business cards representing any ther entity, unless it is an apprved jint venture with UTHSC r a faculty practice partnership. Questins abut the use f academic titles will be apprved by the UTHSC Executive Vice Chancellr s Office. Business cards are nt prvided fr students r fr thse serving in a vluntary capacity fr UTHSC. The quantity f cards printed may nt exceed 500. Budget- and unit-apprved rders are placed directly with Printing Services. Other emplyees desiring HSC business cards may make a persnal purchase thrugh the university Print Shp. Publicatins Publicatins, including but nt limited t electrnic cmmunicatins and PwerPint presentatins, must be in cnfrmity with the guidelines set frth in the UT System and UTHSC Graphic Identity Standards, and/r the UT System r UTHSC Editrial Style Guide. 2

3 Printing All publicatins, brchures, pamphlets, bklets, etc. shuld be printed n the UTHSC campus whenever feasible. UTHSC Printing Services will determine when a publicatin may be printed by a nn-university firm. All printing requests must be accmpanied by a Print Shp Request frm, which is available nline. Publicatins printed by nn-university firms must be crdinated thrugh the Cmmunicatins and Marketing Department, rdered thrugh the Purchasing Office and must fllw the criteria set frth in these and ther guidelines and prcedures as related t lgs and identity. Upn request, the Cmmunicatins and Marketing Department ffers cnsultatin in develping publicatins. Any publicatin printed at a facility ther than the UTHSC Print Shp must include the printer s name, address and the number f cpies printed. By state law, the UTHSC Print Shp is required t keep a publicatins lg shwing all publicatins prduced, ther than standard frms such as purchase rders, husing and financial aid applicatins, emplyment applicatins, admissins applicatins, and the like. This lg is annually submitted t the Higher Educatin Publicatins Cmmittee, within 30 days f the clse f each fiscal year. Infrmatin recrded and submitted shall include the fllwing: Name f publicatin Department prducing publicatin Purpse and brief descriptin f publicatin's cntents, and brief descriptin f hw such publicatin serves the institutin and the department, divisin r prgram prducing such publicatin, and brief descriptin f the audience fr such publicatin Number f cpies authrized t be printed A general list f distributin Estimated cst f printing and distributin Fr purpses f cmplying with the law, publicatins may be defined as any printed matter that is prduced fr general distributin utside the campus r unit. These require a publicatin number be assigned t them by the UTHSC Print Shp. Examples f publicatins that require a publicatin number are: Undergraduate and graduate catalgs Admissins applicatins (if printed separately, nt as a part f a catalg) Husing applicatins 3

4 Financial aid applicatins Brchures, psters, calendars, pamphlets, fliers and prgrams prmting cultural r athletic events Alumni and develpment slicitatin materials Seminar and wrkshp registratin frms and brchures Research prject reprts (if printed fr general distributin t ther than institutinal fficials and the spnsring agency) Agricultural brchures and pamphlets Treasurer's Reprts and ther financial dcuments prvided t parties utside the institutin Campus telephne directries Emplyee benefits bklets and psters Purchasing requests fr bids Purchase rders Emplyment applicatins Placement frms Athletic ticket applicatins Frms are included in the abve as publicatins, pursuant t the additin f frms under the Cmmittee's purview. Other publicatins that must have a publicatin number, but are nt as a rule prduced fr general public distributin are: Campus, cllege and department newsletters Faculty and student handbks Emplyee training manuals Certain printed materials intended slely fr internal use may be excluded frm the requirement that a publicatin number be affixed. Examples f such internal use publicatins are: Wrk prcessing frms fr internal use, e.g., wrk rders, requisitins, transfer vuchers, vucher authrizatins, vehicle requests, persnnel actin frms and similar dcuments used slely fr the internal prcessing f wrk Research prject reprts (if printed fr distributin slely t institutinal fficials r the spnsring agency) Research survey instruments Classrm testing instruments Instructinal materials, wrkbks, labratry manuals, even if sld n cnsignment at a campus bkstre Persnnel plicy manuals Fiscal plicy statements 4

5 Grade reprts Tickets fr cultural and athletic events (whether distributed internally r externally) Student newspapers Student yearbks Meal tickets Traffic citatins 5

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