Chapter 4 - Personnel General
Publication Date: January 24, 2008
Responsible Executive: VP for External Relations
4.22 University Communications
It is university policy that all publications and collateral marketing materials, including printed, constructed or audio/visual materials at The University of Texas at San Antonio (UTSA), be designed and edited by the Publications Office unless otherwise specified by the Office of University Communications or the president. The Public Affairs Office is responsible for coordinating all external communications regarding official university business with the news media via official university news releases, telephone contacts, and computer or fax transmissions. Individuals, offices and departments should coordinate all proposed communications with the news media regarding official university business through the Public Affairs Office.
The Publications Office maintains a comprehensive online usage manual for UTSA's registered marks, which are the sole property of the university and may be applied to products, publications and in other communications vehicles only with the oversight and permission of University Communications. All official university stationery and business cards are to be designed and approved by University Communications.
The use of university stationery or business cards for other than bonafide UTSA business is prohibited. Individuals or offices may not use official university stationery for communicating personal views, positions or findings to the Legislature, other state agencies or other officials or agencies, or to transmit professional opinions/findings that might give the impression that these opinions/findings reflect the views of UTSA. Use of university stationery or business cards or other official university trademarks or documents to further an individual's private business interests or to express political or personal viewpoints is expressly forbidden. (Also see Series 30103, Section 7 of the Rules and Regulations of the UT System Board of Regents.)
Orders for stationery and business cards are processed through a link on the Publications Office Web site or by ordering forms directly from a printer contracted by UTSA. Furthermore, this ordering system may be accessed from UTSA's Web site at your convenience. A UTSA procurement card (or Procard) may be used for purchasing this service.
The contract vendor’s Web site for the online ordering system is www.printrevolution.net. Each university department must establish a password with the vendor before any person from the department can access this site. Although the site is open for all faculty and staff to use, your department will have a designated location agent who accepts or approves all orders. This person monitors all the printing requests from his or her assigned area.
The printing of stationery for use by UTSA offices is governed by the following:
- Only administrative offices and academic units included as budgeted areas in the annual operating budget may have official university stationery.
- Names of individuals will not be printed on stationery, nor will title indications be made in the heading.
- University stationery is available in 8-1/2 x 11 sheets and in 4-1/4 x 6-1/2 sheets.
- The basic format for all official stationery used by university offices calls for the official university wordmark in blue to be placed in the upper left corner of a sheet of white paper watermarked with the university seal. An orange line extends from the wordmark across the top of the page. Above the line is written out: The University of Texas at San Antonio. Below the line is the name of the specific office for which the stationery is being printed. The university's address and the telephone number and fax number of the specific office appear under a horizontal line at the bottom of the page that extends from margin to margin. The use of official, two-color university letterhead is approved for external communication. Internal letters and memos should be printed on the black and white letterhead generated through a computer template. Type fonts and colors are on file in the Publications Office.
- Templates for the university's official letterhead are available by contacting the Office of Information Technology. When printed on a laser printer, this template reproduces well in black and white.
- The university's envelope contains the wordmark at upper left and the university name, the office name and the university's address. Type fonts and colors are on file in the Publications Office. The regular envelope size is a number 10. A smaller envelope to accommodate half-sheet stationery also is available.
University Business Cards
The printing of business cards is governed by the following:
- The university business card contains the university's wordmark in blue at upper left with the name of the university, the name of the office and the university's address. An orange line extends across the card from left to right. The name of the individual, with degrees abbreviated (if desired), is set flush left in boldface type followed by the title, telephone number, fax number, home telephone number (if desired), cellular telephone number and e-mail address. Type fonts and colors are on file in the Publications Office.
- Only official university titles may be used. Official academic titles are composed of the person's name, rank (associate professor), and specific discipline so as to read: Henry Jones, associate professor of history. If they so choose, faculty and staff may have their degree or certification listed in boldface type next to their name (Henry Jones, Ph.D.)
- Business cards have been designed to be flexible. In a complex organization such as a university, strict rules governing what can and cannot be listed on a business card often are not practical because so many different needs are represented. Nonetheless, some standards must be adhered to in identifying individuals by title, degree or office. University Communications has final authority to decide what can and cannot be listed on business cards.
The Name and Wordmark of the University
The official university name, address and telephone number to appear on all official UTSA publications are as follows:
The University of Texas at San Antonio, One UTSA Circle, San Antonio, Texas, 78249-1644. The telephone number is 210-458-4011. Some university documents may contain different numbers.
The University of Texas at San Antonio is the university's official name. The approved abbreviation of the university's name is UTSA. The official name and abbreviation are on file with The University of Texas System Office of Trademarks and Licensing as registered marks of the university. Other forms of the name of the university are not authorized by the UT System Board of Regents and may not be used in association with any official university function or activity, on any documents, products, athletic jerseys or other athletic clothing, or in any written or visual representation.
The university's wordmark, UTSA, is set in Futura condensed type. The underline spells out the university's complete name. It is set in Stone Serif type. University Communications maintains an online usage manual of these marks. Examples:
The University of Texas at San Antonio
The University's wordmark only:
The UT System Board of Regents has approved the university's wordmark for use on official correspondence, in university publications and on products licensed to UTSA. The use of the wordmark is to be reviewed and approved by the Office of University Communications.
University logos (including wordmark and athletics images) are subject to approval by the Board of Regents because of the need to control representations of these marks in external publications and products. Control is exercised legally under copyright and trademarking statutes through the UT System Office of General Counsel's Trademarking and Licensing division.
UTSA policy mandates that the Office of University Communications oversees the development of any logo or logo modifications of these marks by offices, colleges or other administrative units or individuals at UTSA. Further, university policy prohibits the development of logos independent of the university logo to represent individual administrative entities. The university's identity and the identity of its subordinate units are best expressed through the use of the wordmark approved by the UT System Board of Regents.
The University Mascot
The Roadrunner (http://www.utsa.edu/identity/) used by the Office of Intercollegiate Athletics is the official mascot of UTSA. Various "running" Roadrunners that have been used in the past are no longer appropriate for use on university documents or products unless approved by the Office of University Communications. The use of the Roadrunner is generally restricted to athletic-related activities and licensed products unless otherwise approved by the Office of University Communications. The Roadrunner may be used by the Office of the Vice President for Student Affairs, which works closely with student organizations, subject to review and approval by the Office of University Communications.
The Office of Intercollegiate Athletics makes broad use of the university's wordmark and the Roadrunner on products and promotional pieces it issues on behalf of ticket sales, fund-raising events and the raising of general revenues. It is university policy that all uses of the university's name, wordmark, mascot and other elements of visual identity relating to UTSA receive the prior approval of University Communications. This includes the development of all products, promotional agreements (such as radio contracts or billboard designations) and other such activities undertaken by the Office of Intercollegiate Athletics. The designation of "Texas-San Antonio" is no longer appropriate for UTSA athletic teams.
The Institute of Texan Cultures
The official logo of the Institute of Texan Cultures (ITC) is a map of Texas containing a series of faces. This logo, which has represented the Institute for many years, has been retained as part of the overall ITC identity system. Any modification of ITC letterhead and business cards to reflect the new UTSA identity system is to be carried out by University Communications. The ITC prepares numerous manuals, booklets and other information pieces to fulfill its statewide educational mission. These materials do not require review or approval from University Communications. However, letterhead, logos, signage projects and other forms of external and internal identification that represent the ITC to the public should reflect a strong linkage with UTSA and are subject to review and approval by the Office of University Communications.
UTSA Downtown Campus
The UTSA Downtown Campus is subject to the same oversight as the 1604 Campus with respect to printed and visual materials produced under the UTSA wordmark. All materials published by the UTSA Downtown Campus are subject to review and approval by University Communications. This includes all letterhead, business cards, signage, visual materials, brochures, pamphlets or advertisements or any other materials published by the UTSA Downtown Campus, the Institute of Economic Development and the Office of Extended Education.
Official university signage must reflect the same wordmark as other university materials and must conform with the campus accessibility requirements of the Americans with Disability Act. University Communications is authorized to review and approve all permanent and temporary internal and external campus signage. Examples of such signage include building acronyms and other designations placed on the exterior of buildings; parkway and parking signs; interior directional signs; room designators; temporary signs at construction sites and other areas; and signs hung or displayed in common areas such as the courtyard, the Sombrilla, and on the sides of buildings, parkways or in the gallerias of buildings. The Office of the Vice President for Student Affairs will continue to provide oversight and approval for the placement of signs, tables and other information in areas designated as student commons areas, such as in the University Center or the Humanities and Social Sciences Building. However, such signs are subject to oversight by University Communications and must meet general standards of taste, acceptability and uniformity. Agreements whereby the university receives fees or services in exchange for the placement of signage are subject to the review of University Communications. In addition, any agreements entered into with suppliers, manufacturers or service providers who wish to use campus space for the display of promotional material or advertising are subject to the review of University Communications. Agreements entered into for the placement of automated teller machines on campus must include a provision expressly prohibiting advertising the location of the automated teller machines to the general public. These agreements are subject to the review of the Office of University Communications.
The University Seal
Use of the university seal is reserved exclusively for official documents such as resolutions, diplomas, proclamations and plaques. Individuals with questions about the use of the university seal should consult University Marketing. Final authority for decisions about the use of the university seal rests with the president or his or her designee.