Definition of University Publications

University publications are those brochures, booklets, newsletters, catalogs, bulletins, announcements, fliers, programs, invitations, and posters that use the university name and are distributed off campus. World Wide Web pages hosted on UT Southwestern-related servers are considered university publications.

University publications do not include letters, memoranda and other personally signed communications.

They do not include student publications.

University Publication Standards

Printed
All university publications and interdepartmental publications should meet approved standards for editorial content and design.

• Designs must conform to standards approved for each school, for newsletters, for clinical marketing purposes and for World Wide Web pages.

   

• Editorial copy for most publications should follow The Associated Press Stylebook and Libel Manual

   

• All university publications should contain the following statement:
  "UT Southwestern is an equal opportunity institution."

  Official publications should carry an EEO statement approved by The University of Texas System:

  "To the extent provided by applicable law, no person shall be excluded from participation in, denied the benefits of, or be subject to discrimination under any program or activity sponsored or conducted by The University of Texas System or any of its component institutions, on the basis of race, color, national origin, religion, sex, age, veteran status, or disability."

   

• University publications should contain the month and year published.

Electronic
To present a unified and consistent first impression of UT Southwestern to the public, World Wide Web pages must follow the same standards and policies applied to printed publications. These policies apply to all employees, students and trainees, faculty, and any other individuals communicating electronically using documents on UT Southwestern's Campus-Wide Information System (CWIS) and other Internet-based resources, regardless of the location on campus or remote servers.

All UT Southwestern Web pages, regardless if intended for an internal or external audience, must adhere to the graphic standards established for Web pages. We currently use a content management system for uploading and maintaining UT Southwestern Web pages.

For more information on publishing Web pages, including principles of good Web design and use of graphics and photographs, contact Internet Services at 214-648-6484.

Submitting a Publication for Approval

Your publication will be started through the approval process by the Office of News and Publications.

The Design Unit is responsible for designing university publications that are appealing in format and design, cost effective, appropriate, and consistent with graphic standards.

If you have any questions about publication design, call the assistant director for the Design Unit at Ext. 88910.

The Office of News and Publications is responsible for editing and publishing UT Southwestern's official publications.

In addition, the office should review the proposed copy for other external publications -- especially literature to recruit students and residents, fund-raising literature, newsletters intended for off-campus audiences, and World Wide Web pages for the public. Interdepartmental publications also may be subject to approval by the Office of News and Publications. The editor will check for consistency of style and writing. If editorial questions arise or if there is a need for more than minimal copy revision, the editor will consult with the author.

The office's editors also are available to ensure that other university publications are well-written. This editorial assistance is available at no charge for university publications going to off-campus audiences. Call the assistant director of the Office of News and Publications at Ext. 83404.

The Office of Clinical Affairs is responsible for all promotional and/or informational pieces directed to potential referring physicians and patients. This office formulates an appropriate format for publications to complement other inpatient and outpatient literature and coordinates the development and production of approved publications. To initiate your request for production of brochures, announcements or other related materials, call Ext. 89000.

Printing Services is prepared to print stationery and business cards in the standard format and colors. It keeps the approved paper stocks on hand.

Printing Services will also handle routine desktop publishing projects that do not require the skills of an artist.

Call Printing Services at Ext. 86193.

Advertising

Employment: Staff recruitment advertising is handled by Human Resources. Advertising for faculty for the medical school is approved by the director of faculty appointments and budgets. Advertising for faculty for the allied health school is handled by the office of the Southwestern Allied Health Sciences School dean. Advertising to recruit fellows is approved by the associate dean for medical education.

Clinical studies: The content of ads for clinical study subjects must be approved by the Institutional Review Board. It should also be reviewed by the Office of News and Publications for adherence to university standards.

All other advertising must be submitted to the vice president for public affairs for approval with other appropriate officers.

All approved advertising should include the logomark or the logotype.

UT Southwestern is an equal opportunity institution.

^{For more information, please contact the Office of News and Publications or call 214-648-3404.
Last update: June 16, 2009}