Policies & Procedures

Southern Vermont College
Office of Communications
Policies and 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 Catalogue, Student Handbook, Web site, 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 Communications Office. 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 on the internal College Connections page and/or externally on the SVC Web site, please send to Assistant Director of Communications Marion Whiteford at mwhitfrd@svc.edu. Updates are made every Friday. If this is significant news and needs to go up immediately, please indicate that to Marion. If possible, this will be posted within 24 hours, but please allow us the maximum of two days to upload this to the Web.

Updating a Site: To make changes to the Web site (e.g., changes to a program, curriculum, faculty profiles) please e-mail information to the Assistant Director (mwhitfrd@svc.edu) including the URL of the page to be changed and a description of the information change. If changes are in the area of curriculum (e.g., changes to a program area), the Assistant Director will consult with the Provost to ensure approval has been given.

Developing a New Page or Link: To develop an official Web page for the College’s Web site, 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. Come see us. The Office of Communications will determine if this is a story for the Campus News section of the web, Noteworthy section of the Web, and/or the outside press. We can also help you to submit editorial/opinion pieces to the appropriate media outlets.

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 Director of Communications or in his/her absence, the College President or a President’s designee.

Graphic Identity Standards, Seals and Logos
Please see the Office of Communications for permissible usage of the SVC logo. The rectangular shaped SVC College Logo should be the first thing that outside constituencies notice when opening any type of mailing or on every page of our Web site. All official College Web pages should contain the logo. A copy of the College logo (available in black & white and in color) can be found in the PR Temp folder on the M Drive. Any and all documents that are printed with the official College logo should be reviewed by the Office of Communications.

The Official College Seal is the round graphic seen on all College letterhead and correspondence.

Styles Standards
Click here for SVC Styles for common College word usage.

E-mail Signatures:
Formal e-mail 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 Communications Office is willing to help you estimate expenses. Before submitting your budget, please consult with our Office.

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 Communications Office 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.