"Publications" include: flyers, invitations, postcards, newsletters, brochures and any other printed material for distribution on or off campus.
Things to think about before developing a publication or promotional material:
Once your materials have been submitted/created to Printing Services, after initial review, they will forward the information to the Director of Communications for final approval. Once approval is given, Printing Services will issue the publication number. All material whether printed on campus or off-campus, must be reviewed by the Jackson State Office of Communications. Adherence to TBR guidelines, consistency of style, quality, cost effectiveness and use of logo are the primary purposes of the review process. Your publication will not be printed without prior review by the Director of Communications and assignment of a publication number by Printing Services.
This entire process can take a while so plan ahead! Minimum time needed to review your publication and assign a publication number will depend on length and detail of the project, but 1-2 weeks is a good rule of thumb.
Why do we have to go through this process?
State law (Tennessee Code Annotated Section 12-7-104-106) requires that all public institutions of higher education adhere to specific quality and cost-monitoring procedures for publications printed by state colleges, universities and technical schools. Today, these publications and the expense associated with their production and distribution merit an increasingly high degree of monitoring to ensure accountability and efficiency. Initial legislation was enacted in 1976 that created the Higher Education Publications Committee (HEPC), which establishes the rules and regulations for most publications produced by college/university divisions. All institutions are required to follow the guidelines on their respective campuses.
How do I know what needs to go through this process and what doesn't?
Most publications must have a publication number displayed with the equal opportunity/affirmative action statement. Publication numbers are assigned by Print Services after the Director of Communications has reviewed the document. The best advice is: When in doubt - go through the review process anyway!
Examples of publications that require a publication number: Brochures, posters, calendars, pamphlets, flyers, event programs, postcards, handbills, etc.; Student-recruitment publications; Undergraduate and graduate catalogs; Admissions applications (unless part of another publication); Housing applications; Financial aid applications; Alumni and development solicitation materials; Seminar and workshop registration forms, brochures; Campus telephone directories; Faculty and student handbooks; Employee training manuals; Campus, college and departmental newsletters.
Certain printed materials intended solely for internal use may be excluded from the requirement that a publication number be affixed: Work-processing forms for internal use; Research project reports, generally not distributed; Research survey instruments, classroom test instruments; Instructional material; Personnel and fiscal policy manuals; Grade reports; Tickets for athletic and cultural events; Student newspapers; Traffic citations.
What if I need something immediately?
Emergencies will inevitably come and we will do everything possible to make your publication available to you as soon as possible. However, please plan ahead to ensure there is enough time to go through the review process to make sure that Jackson State publications are of the highest quality and efficiency.
What if I don't know how to create my publication?
Printing Services is available to help you create your publication. We encourage you to use the expertise available in Printing Services to create brochures, flyers, postcards, tickets, etc. for you, saving you valuable time and costly revisions later in the process. Yes, there will be a small fee, but you must consider the savings of your time and frustration. In most cases, the fees are less than $20.