Marketing Collateral

No publication schedule is exact. A job such as an invitation or flyer can be completed in a few days. An advertisement may take a week. A brochure or view book can take months. The production length of a project will depend on the complexity of the design and content.

It is important that you as originator of a publication job understand your responsibilities and the expectations of those you will be relying on to complete your project. Here is a general order of events in the life of a publication.

1. Contact the Office of Communications by emailing marketing@utdallas.edu once your project has been approved. Work with Marketing to develop an estimated project cost.
2. Gather content for your project. The content should describe the basic communication elements you wish to convey — who, what, where, why and how. Fact-check your content for correct spelling of names and programs, numbers, phone numbers, deadlines, dates, statistical references and URLs. Include any graphic content that needs to be included such as charts, screen captures from program-specific applications, etc.
3. The Office of Communications will copy-edit your content for both substantive issues and general usage. You will proof the final edited version for accuracy. All major copy-edits should be complete before beginning the layout process.
4. Once the text content is finalized, a graphic designer will be assigned to create a preliminary layout.
5. You will proof the preliminary layout provided by the designer and make all necessary changes. It is important that you be definite about your message and intention early in the design process. Only minor copy-edits should be necessary at this stage.
6. Once you have given final project approval, the designer will forward artwork to be produced or published. University printing is sourced through the Copy Center or the Approved Vendors list for Printing, Mail and Fulfillment Services.

Certain publication jobs should be completed within specific time frames based on the use of the project and the overall needs of the University. Be sure to allow ample time for the design and production of your publication by beginning the process well in advance of your deadline. Once the project has begun, meeting deadlines for copy/content, approvals and other commitments is the best way to ensure that you have materials in hand when you need them.

Release Forms

The University of Texas at Dallas requires a fully executed Talent Release Form (pdf) or Multi-User Release Form (pdf) before using a person’s likeness in photos, videos, CD-ROMs, websites, remarks and written work.

Third-Party Photography and Video Requests

In order to protect the privacy and safety of UT Dallas students, staff and faculty and guard the reputation of our University, no unauthorized commercial video or photography is permitted on UT Dallas premises. No students, faculty or staff may be photographed or filmed without their express permission and a fully executed Talent Release Form (pdf). Standard exceptions to this policy apply to gatherings or events, ceremonies and athletic events, wherein there is no reasonable expectation of privacy. Members of the media are requested to contact the Office of Communications (972-883-2155) to schedule photo, video and interview appointments in advance. Vendors who have performed work for the University are requested to obtain photographs at the time of the completion of their installation or prior to building occupation and operation. Vendor photography following the date of occupation is strongly discouraged. Exceptions to this policy must be initiated and sponsored by a UT Dallas school, office, department or building manager. In those instances, a written request for photographic permission must be submitted to the Office of Communications at marketing@utdallas.edu for approval. The UT Dallas office sponsoring the request will be responsible for escorting the photographer, obtaining University photo releases as necessary, ensuring the privacy of students, staff and faculty, and underwriting any related expenses or charges.

Research Photography

All research photography must depict participants, equipment and facilities in strict compliance with federal safety guidelines.

• Appropriate safety equipment and protective covering must be used. Gloves, lab coats and glasses must be clearly visible and appropriate for the people, surroundings and research equipment being photographed.
• Apparel, shirts, pants and footwear providing full coverage must also meet compliance standards. Hair should be fastened safely or covered with protective headgear.
• Equipment must be used according to safety protocols and background material (chemicals, tanks, etc.) should be properly displayed, sealed and/or contained.

Prior to conducting a photo shoot in a lab, research area or clean room, a Research Photography Safety Compliance (RPSC) checklist (pdf) must be completed and returned to University Web Services at webdeveloper@utdallas.edu. The research compliance coordinator, Office of Research Compliance, must be advised of the planned photo shoot approximately three days in advance (972-883-4730 or by email). Whenever possible, a safety specialist from the Office of Research will attend photo shoots in person. The RPSC checklist will be reviewed for accuracy by a safety guidelines specialist in the Office of Research prior to the photo shoot. Final photographs will be reviewed for safety approval before uploading in the photo library. Photographs that do not meet research safety guidelines will not be included in the photo library or accepted for use in print or web publication.

MediaGraph Photo Library Guidelines

The University of Texas at Dallas offers a comprehensive collection of digital images at MediaGraph for faculty and staff to access using their NetID and password. Use of any digital images of UT Dallas’ buildings, faculty, staff and students is restricted to University-associated purposes. The University of Texas at Dallas retains the use, copyright and licensing to all images downloaded from MediaGraph. Third-party requests for photography should be directed to the Office of Communications at marketing@utdallas.edu.

Users who are granted permission to upload photos to MediaGraph must comply with the University’s photography guidelines on this page and electronically attach talent release forms to any photos where five or fewer individuals can be identified. Submitted photos should include caption information including names of individuals, event name and campus location where applicable. Please direct questions to webdeveloper@utdallas.edu.

The design process begins with delivery of a final copy document. Fully reviewed and accurate copy prevents unnecessary delays. Whether you are preparing a new publication or revising an old one, the following guidelines will ensure best results.

Preparing New Material

• All new publications should be delivered to the Office of Communications as an emailed Word file.
• Type all heads and subheads in upper and lower case.
• If you boldface or underline to emphasize text, do so sparingly, or its effect will be lost. Type your copy for publication the way you would a report — from margin to margin. Do not try to indicate what you think may be final publication layout. If you have a particular format in mind, bring a sample to show the designer, or sketch a layout on paper.
• Number pages consecutively.
• Don’t forget the details such as — cover copy, photos, forms, return address, website and contact information. If the project involves multiple pieces — submit all components as separate Word documents.

Request a PDF copy of the publication from marketing@utdallas.edu. If a digital copy is located, you can make edits to the text and photos using the University’s Adobe Acrobat comment tools through the Adobe Creative Cloud. Request access to the Creative Cloud.

All Business Reply mail, including any outsourced printing, must be cleared through Mail Services (ext. 2319).