THE UNIVERSITY OF OKLAHOMA
PUBLICATION POLICY

To ensure that all publications representing the University of Oklahoma convey a consistent and accurate message and image, externally disseminated publications must be reviewed by the appropriate publications office. The publications office will review materials based upon the guidelines contained in this policy. In general, these guidelines apply to official university Web sites, as well.

The reviewing offices, their addresses and their phone numbers are:

Division of Public Affairs 339 W. Boyd St. Norman, OK 73019-5143 Jerri Culpepper 325-1701

College of Continuing Education 220 OCCE Administration Building 1700 Asp Ave. Norman, OK 73072-6400 Jim Vidmar 325-4351

Athletics Oklahoma Memorial Stadium 180 W. Brooks St. Norman, OK 73019 Debbie Copp 325-8367

Publications to be reviewed include:
1. Newsletters and magazines, especially those for external distribution to alumni, prospective students and general audiences. Scholarly journals are exempt.
2. Academic bulletins and departmental brochures.
3. Recruitment materials for students and faculty.
4. Conference brochures and programs.
5. Covers, folders and invitations for special events.
6. Posters.

Deadlines for Publications Review: Please allow five working days for small projects such as invitations, fliers and posters. For larger projects, such as catalogs, magazines and newsletters, please allow at least 10 working days.

GUIDELINES

For general text style, refer to the Public Affairs Editorial Style Guidelines
For Central Mail Guidelines, refer to "Helpful Hints"

• The words "The University of Oklahoma" should always be prominently displayed on the cover of any printed piece. The name of the academic unit can be the same size or smaller, but never larger than "The University of Oklahoma." The full name of the university, not simply the sponsoring unit, should receive prominent attention on the cover, even if the piece is published to promote a special event.
• The name of the institution is "The University of Oklahoma." Please do not use the designation Oklahoma University. The initials OU (without periods) may be used on second reference.
• All special logos for colleges, departments and related programs and projects must be approved by the appropriate publications office. Special logos should not be used on university letterhead and, when used on other publications, should be secondary to the OU logo.
• The university seal is primarily used for official purposes, as in the publications of the institution, its certificates, diplomas and legal documents and printed materials in conjunction with official functions of the university. The OU seal may be used by the university and/or for commercial uses, provided appropriate authorization is granted from OU's Licensing Department under the guidelines that its use thereof is not disparaging, does not constitute false representation as to sponsorship, affiliation or conventions and public morals and decency, and does not reflect unfavorably on the university.
• Most publications should include an overview paragraph about the university. In some cases, the mission statement is appropriate. The following paragraph is appropriate for most publications:

The Overview Statement

Created by the Oklahoma Territorial Legislature in 1890, the University of Oklahoma is a doctoral degree-granting research university serving the educational, cultural, economic and health care needs of the state, region and nation.  The Norman campus serves as home to all of the university’s academic programs except health-related fields.  Both the Norman and Health Sciences Center colleges offer programs at the Schusterman Center, the site of OU-Tulsa.  The OU Health Sciences Center, which is located in Oklahoma City, is one of only four comprehensive academic health centers in the nation with seven professional colleges.  OU enrolls more than 30,000 students, has more than 2,000 full-time faculty members, and has 19 colleges offering 153 majors at the baccalaureate level, 133 majors at the master’s level, 75 majors at the doctoral level, 20 majors at the first professional level, and 18 graduate certificates.  The university’s annual operating budget is more than $1 billion.  The University of Oklahoma is an equal opportunity institution. (10/05)

The Mission Statement

Never forget: The mission of the University of Oklahoma is to provide the best possible educational experience for our students through excellence in teaching, research and creative activity, and service to the state and society.

OTHER GUIDELINES

• Neatness and quality of typography and photography are important. Low-quality computer typesetting and instant photographs generally are unacceptable.
• The official colors of the university are crimson and cream. The specification for the crimson ink is PMS 201 red, for cream PMS 468. White stock may be substituted for cream to reduce costs.
• The purpose of the publication and audiences for whom it is intended should be clear.
• All publications are expected to use accurate, standardized information on enrollment, research funding, number of faculty, number of buildings, acreage, finances, etc., available from Public Affairs at 325-1701.
• The publication should leave readers with a positive impact and the impression that warm and friendly people stand ready to serve their needs at the university.
• Printed material should be attractive and well designed. The copy should convey information accurately, concisely, clearly and in a style that invites readership and avoids jargon.
• The publication should include instructions about how readers can obtain additional information.
• The Equal Opportunity Statement in its full or abbreviated form should appear on all university publications as required by the OU Board of Regents. The policy follows:

This institution in compliance with all applicable federal and state laws and regulations, does not discriminate on the basis of race, color, national origin, sex, age, religion, disability, or status as a veteran in any of its policies, practices or procedures. This includes but is not limited to admissions, employment, financial aid, and educational services.

• In publications with limited copy areas - e.g., pamphlet-type brochures, fliers, posters - the following statement may be substituted: "The University of Oklahoma is an equal opportunity institution."
  
• This line should appear in ALL publications/stories that promote campus events/programs:

Accommodations on the basis of disability are available by contacting (phone number; name and address desirable) by (date, or as soon as possible).

• Certain publications require a Cost Disclosure Statement. As authorized by Senate Joint Resolution No. 20, a cost disclosure statement containing the following information should be included on reports and regulations in book or booklet format that are published for members of the public.

        1. Name of the issuing agency or department.
        2. Authorization for publication; the name of the person(s) so authorizing.
        3. The cost of the publication, including salaries/wages of employees for all the time spent on the compilation
        and preparation of material contained in the publication.
        4. Number of copies printed.
        5. Name of the printer.

Sample: This publication, printed by _____, is issued by the University of Oklahoma. ____ copies have been prepared and distributed at a cost of $____ to the taxpayers of the State of  Oklahoma (or at no cost to the taxpayers of the State of Oklahoma). 

• Each university building has its own ZIP plus 4 code, which should be used everywhere a ZIP code is printed. DOWNLOAD +4 PDF HERE.
• Each publication should indicate the month or season and year of printing. Generally, this will be on the cover, inside cover or back page of publications and printed materials.
• Major university publications, including annual reports, catalogs and academic bulletins, should include a listing of key university officers. In major universitywide publications, this list will include:

1. The OU Board of Regents
2. The president and executive officers
3. Norman campus and HSC deans

In major campus-specific publications, the list should include:

For HSC publications:
1. The OU Board of Regents
2. The president and executive officers
3. HSC deans

For Norman campus publications:
1. The OU Board of Regents
2. The president and executive officers
3. Norman campus deans

• College-specific publications, except pamphlets, posters and similar small publications, generally should include the OU Board of Regents, president, executive officers and appropriate college administrators.

 

PUBLICATIONS REVIEW FORM
The University of Oklahoma

Date in _________________                            Date out _________________

The University of Oklahoma seeks to ensure that all publications representing the university convey a consistent and accurate message and image.  To accomplish this, all externally disseminated publications representing a college, school, department, administrative area or program of the university must be presented for review and approval by the Division of Public Affairs or other designated publications office.

Name of publication ________________________________________________________________

Purpose/Audience __________________________________________________________________

College/Department/Program ________________________________________________________

Name/Title ________________________________________________________________________

Campus address ___________________________________________________________________

Phone/Fax ________________________________________________________________________

_____ University emblem missing or displayed improperly. _____ Needs equal opportunity statement. _____ Needs cost disclosure statement. _____ Needs disability statement. _____ Needs month or season and year of printing. _____ Needs ZIP plus four codes in mailing addresses. _____ Recommend more prominent display of "The University of Oklahoma" _____ Recommend addition of "For further information, write or call ..." or similar statement for readers.

_____ Recommend addition of university overview. _____ Recommend addition of mission statement. _____ Recommend listing of key university officials. _____ Recommend improvement in text. _____ Typographical, spelling or factual errors. _____ Recommend improvement in quality of photography or art. _____ Recommend improvement in quality of typography. _____ Recommend improvement in layout and design.

Additional comments:  __________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
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Text reviewed by ________________________________ Anne Harp ________________________________ Keely West ________________________________ Jerri Culpepper Design reviewed by ________________________________ James Dibble ________________________________ Michelle Corona-Allen

Final review by ___________________________________ Vice President Catherine Bishop ________________________________ Jerri Culpepper ___________________________________              Status _____ OK as is; no further review necessary _____ OK with changes; no further review necessary _____ Further review necessary; return with recommended changes