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UPPS 06.05.01 - Initiating and Producing Publications

Initiating and Producing Publications

UPPS No. 06.05.01
Issue No. 10
Effective Date: 7/31/2019
Next Review Date: 4/01/2023 (E4Y)
Sr. Reviewer: Director, Office of University Marketing


    1. This policy sets forth Texas State University’s procedures for producing and disseminating publications from campus offices.

    1. All university departments may request the services of the Office of University Marketing for publication design or design review, as well as original content or content review to ensure consistency in graphic standards, branding guidelines, and editorial style.

    2. Print and Mail Services is the sole producer of university business collateral (e.g., letterhead, envelopes, and business cards), and is available for printing banners, posters, flyers, brochures, handbooks, and newsletters.

    3. All university departments must send five copies of printed publications to the University Archives in Alkek Library to fulfill the university’s record retention requirements and allow for long-term preservation (see Records Retention Schedule series ADV330 and ADV340).


    1. University Publications – printed and digital materials that are used to officially market, recruit, or support development of the university and its colleges, departments, centers, programs, and facilities.

    2. Multiple-page Publication – a document containing more than six inside pages (e.g., magazines, newsletters, catalogs).

    3. Americans with Disabilities Act of 1990, as amended (ADA) – signed into law on July 26, 1990, prohibits discrimination on the basis of disability in employment, programs, and services provided by state and local governments, goods and services provided by private companies, and in commercial facilities.

    4. Section 504 of the Rehabilitation Act of 1973 – requires colleges and universities that receive federal financial assistance (including student loans) to make their programs and facilities accessible to individuals with disabilities.

    5. Business Collateral – printed materials (e.g., letterhead, envelopes, and business cards) used to support the university’s business operations.


    1. The following are exempt from guidelines in this policy statement:

      1. academic publications, such as the University Star, scholarly journals, and faculty-produced publications;

      2. materials prepared exclusively for special gift solicitations funded from non-university sources;

      3. materials prepared for special, self-contained, grant-funded programs not directly related to university programs. Such programs are encouraged to use an official Texas State University logo and follow these guidelines whenever possible;

      4. materials prepared for the university’s private support organizations, as defined by Texas State University System (TSUS) Rules and Regulations of the Board of Regents, Chapter IX;

      5. materials prepared for consortia in which Texas State participates;

      6. materials prepared for instructional use as part of an organized university class; and

      7. syllabi.


    1. Texas State is the publisher of all university publications (as defined in Section 03.01) and has authority and responsibility for their content.

    2. University publications must include an official Texas State University logo and a System statement graphic, as outlined in UPPS No. 01.04.11, Guidelines for Use of Texas State Logos and System Statement Graphic.

    3. The equal opportunity statement must be included on recruitment materials, course catalogs, and printed publications prepared for legal purposes:

      “Texas State University, to the extent not in conflict with federal or state law, prohibits discrimination or harassment on the basis of race, color, national origin, age, sex, religion, disability, veterans’ status, sexual orientation, gender identity, or gender expression.”

      NOTE: The statement may be included anywhere in the publication that will be easily seen.

    4. Multiple-page publications must include the names and home cities of the current members of The TSUS Board of Regents and chancellor in the following order:

      1. chair;

      2. vice-chair;

      3. remaining Board of Regents members in alphabetical order by last name;

      4. student regent; and

      5. chancellor (no city).

      NOTE: Multiple-page publications prepared for an event attended by the university president, a member of The TSUS Board of Regents, or a state or national government official must include the Board of Regents list.

      NOTE: The statement may be included on the inside front cover, inside back cover, back cover, first page, or last page of a publication.

    5. Multiple-page publications and brochures must include the accommodation statement:

      “This information is available in alternate format upon request from the Office of Disability Services.”

      NOTE: The statement may be included anywhere in the publication that will be easily seen.

    6. All university publications advertising university-sponsored events will include the accommodation statement:

      “If you require accommodations due to a disability in order to participate, please contact [sponsoring event phone number] at least 72 hours in advance of the event.”

      NOTE: The statement may be included anywhere in the publication that will be easily seen.


    1. The Office of University Marketing offers publication design and production assistance upon request. Support is based on availability and scope of project. Publication designs, following all rules within this policy, are also available at Print and Mail Services.

    2. Units may request University Marketing services through the appropriate forms in the project management tool or through University Marketing’s Contact Us page. One person from the unit should be responsible for reviewing content, providing all feedback, and giving final approval during the project.


    1. In order to comply with Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1990, as amended, Texas State will make university publications accessible in an effective and appropriate manner to all persons, including those with visual impairments. University departments are responsible for providing information in an accessible digital format or partnering with the Office of Disability Services to provide publications in an accessible format.

      Persons seeking printed material in an alternate format should contact Texas State’s Office of Disability Services at 512.245.3451.

      For more information about disability services for students, see UPPS No. 07.11.01, Disability Services for Students.


    1. Reviewers of this UPPS include the following:

      Position Date
      Director, Office of University Marketing April 1 E4Y
      Manager, University Print and Mail Services April 1 E4Y
      Chief Diversity Officer and Director, Equity and Inclusion April 1 E4Y
      Director, Office of Disability Services April 1 E4Y

    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.

    Director, Office of University Marketing; senior reviewer of this UPPS

    Associate Vice President for Enrollment Management and Marketing

    Provost and Vice President for Academic Affairs