UPPS 01.04.12 - Designation of Official Texas State Stationery

POLICY STATEMENT

Texas State University is committed to maintaining official stationery to ensure institutional-wide brand consistency.

1. SCOPE

   1. Use of official Texas State University stationery is required for all on- and off-campus correspondence. Consistent use and a standardized look create a strong university brand and image. Texas State stationery is for use by university employees acting in an official capacity on behalf of the institution.

2. DEFINITION

   1. Enterprise Units – official Texas State units with a product or service in the marketplace that is not directly related to the delivery of a degree. Enterprise units are designated as such by the Division of Marketing and Communications.

3. OFFICIAL TEXAS STATE STATIONERY

   1. Official Texas State stationery includes:

      1. business cards;

      2. letterhead;

      3. envelopes;

      4. electronic letterhead; and

      5. email signatures.

   2. Fulfillment

      Vendors designated by the Division of Marketing and Communications must coordinate the printing of all official Texas State stationery to ensure print quality and adherence to guidelines.

      Official Texas State stationery should be ordered through vendors designated by the Division of Marketing and Communications.

   3. Email Signatures

      All faculty and staff members are required to use the email signature generator on the Brand Guidelines website to create their email signatures.

      The generated signatures can only be modified for essential business operations, such as including links to items like appointment calendars, forms, or surveys.

      A form to request that features or fields be added to the email signature generator will be available on the Brand Guidelines website, and requests will be evaluated by the Division of Marketing and Communications and Mobile/Web Systems.

   4. Official Texas State Stationery Templates

      The Division of Marketing and Communications maintains templates of all official Texas State stationery. Templates may not be altered to add information beyond what is already included.

4. EXCEPTIONS

   1. The following exceptions to the general policy are authorized:

      1. stationery prepared for enterprise units;

      2. stationery prepared for special, self-contained, grant-funded programs not directly related to university programs, purchased with grant funds;

      3. stationery items falling into the category of notepads and notecards, or any forms;

      4. stationery prepared for Athletics;

      5. stationery prepared for support groups of Texas State that operate under the guidance of a board of directors;

      6. stationery prepared exclusively for special gift solicitations funded from non-Texas State sources; and

      7. stationery prepared for consortia in which Texas State participates.

   2. Occasions may exist that necessitate deviating from the standard format. The Division of Marketing and Communications must review and approve these exceptions in advance.

5. PROCEDURE FOR OBTAINING AUTHORITY FOR VARIATION FROM THE STANDARDS

   1. To request a deviation from the standard formats, a request in writing must be submitted to the Division of Marketing and Communications, who has authority to approve or disapprove.

6. REVIEWERS OF THIS UPPS

   1. Reviewers of this UPPS include the following:

      Position	Date
      Associate Vice President for Marketing and Communications	April 1 E5Y
      Associate Vice President for Technology Resources	April 1 E5Y

7. CERTIFICATION STATEMENT

   This UPPS has been approved by the following individuals in their official capacities and represents Texas State policy and procedure from the date of this document until superseded.

   Associate Vice President for Marketing and Communications; senior reviewer of this UPPS

   Vice President for Marketing and Communications

   President