Other Communications

The University uses e-newsletters and email communications to support the mission of the University. The MarComm Office oversees the creation, content and distribution of e-newsletters and emails for admissions, advancement and other areas of the University. All newsletters sent to an external audience via email must be first approved by and developed in conjunction with the MarComm Office. This includes e-newsletters and newsletters sent as email attachments. Replies from users who receive these emails must be responded to in a timely manner by the department that commissioned the email.

Templates
All e-newsletters and mass emails to external audiences must contain the following:

1. The University’s official logo
2. A hyperlink to the University’s homepage
3. Spam compliance notification
4. Directions for unsubscribing When possible, links to online versions should be available.

Style
The content for e-newsletters and emails should follow the guidelines laid out previously in this document.

All E&H employees must implement a standard, approved email signature. Backgrounds of any type are prohibited. There will be no additions or deviations from this standard. No personal messages, quotes or other content may be written or linked to from the email signature. Your email address, the University website or a URL for another page on the University webstie that pertains to your office/department may be linked. Links to the University’s main social media pages may also be linked. Below is an example.

Name of Employee
Title/Department
Emory & Henry University
PO Box 947 Emory, VA 24327
276.944.1111
email address
www.emoryhenry.edu

The University requires that the Vice President for External Affairs approve any space reservations for nonclassified, off campus advertising, regardless of funding source. This includes newspaper, magazine or web display ads, billboards, and radio and television advertisements.

Release of news to the media by any University employee concerning University business must first be approved by the Vice President for External Affairs. Members of the University community are encouraged to submit news items to the VP/EA or through the online form at the bottom of this page https://www.emoryhenry.edu/faculty-staff/.

The University logos are registered trademarks. In order to protect the University’s licensing agreements and graphic identity standards, promotional items must be designed and reviewed for compliance with these agreements and standards. Promotional items include but are not limited to T-shirts and other items of clothing, coffee mugs, water bottles, pins, magnets, bumper/window stickers and pens.

The University community should use the University logo in any University-sponsored promotional activities. Use of University marks must be consistent with the policies and guidelines established in the Graphic Identity Standards Manual (Appendix III). When using marks/designs to represent the University, only official E&H trademarks should be used. Contact the EDIC with any questions.

In support of these policies and guidelines, designs for promotional items incorporating University marks must be submitted to the EDIC for review and receive approval from the MarComm Office prior to production. If revisions are required, design assistance can be provided.

The Emory Mercantile, the University bookstore and merchandise center, follows the guidelines put forth in the Graphic Identity Standards Manual (Appendix III), working closely with the EDIC.

Photography
Quality photographs are critical to first impressions, whether used on a website or in a publication. Photography for all Emory & Henry external communications will be provided by the Marketing and Communications Office. The photography managed by the MarComm Office is used not only as illustration for external electronic and print publications, but also is documentation of the life of the University throughout the years and considered and managed as archival resources of the University.

Photography and Videography Publication Policy for Students, Employees and Guests on Campus
Emory & Henry University uses photographs, audio and/or video recordings of employees and students for purposes of education, publicity and student recruitment on behalf of the University, via the Internet, print publications, and other media.

*Upon their physical appearance at Emory & Henry campuses and events, visitors, as well as students and employees of the University, agree to release the rights for photography and videography of their image to be used by Emory & Henry University for the purpose of promotion of the University.

Should an employee or student (or the parents or guardians of such persons who are under the age of 18) NOT want to be photographed or recorded or have his/her name or “directory” information used in connection with any such recording, that person must notify the Emory & Henry Office of the Registrar in writing (as also stated in the official student handbook).

Individuals who choose to opt-out are also responsible for removing themselves from areas in which photography and/or recording is taking place, or notifying the camera operator of their opt-out status. Failure to do so may result in that individual’s inclusion in a photograph or recording and will be treated as consent for the University to utilize that photograph or recording in subsequent print or digital promotions for the University.

In addition, if a person consents to be used individually or in small groups and identified by name in any type of digital or print form, they will be given a Photo Consent Form by the photographer which must be completed and presented to the photographer who will make sure the consent is registered on file. Large group or event photography is exempt from this additional permission as described above.*

Use of Drones on the Emory & Henry Campus
As a private campus and University, no drones are allowed to fly on campus for aerial photography or videography without the approval of the Marketing and Communications Office. A one-page scope document that outlines how the photos will be used, what outlets, purpose, intent, length of time, etc., is required to apply for permission to fly. Once approved and on file, the shoot can be conducted safely and within all FAA UAS regulations. The MarComm Office will need to approve the photos/video selected and provide the proper logo marks if needed for the project. The MarComm Office has professional photos and drone photos on file that may be available upon request.

All material posted on the Emory & Henry University campus must be in good taste and respectful of the University’s mission and inclusion policies. Posting in any building on campus is reserved for campus events or those sponsored by and with Emory & Henry University.

OUTSIDE VENDORS ARE ONLY PERMITTED TO ADVERTISE ON THE EMORY & HENRY CAMPUS IF THEY HAVE RECEIVED PRIOR APPROVAL FROM THE OFFICE OF THE PRESIDENT AND THE MATERIAL REVIEWED AND APPROVED BY THE OFFICE OF MARKETING AND COMMUNICATIONS.

Materials may not be taped or tacked on walls, doors, bathroom stalls, or windows. Posting is only allowed on bulletin boards, not specifically used by a University office (i.e., the bulletin board outside the PRC office on second floor Wiley).

Promotional material should not make reference to alcoholic beverages, drinking contests, illicit drugs or sexual content.

Fliers & Posters: Fliers and posters must contain the following information: name of sponsoring organization with a brief description if not recognizable, the date, time and location of the event as well as contact information for the organization or the responsible member. Fliers not adhering to this policy will be removed by University officials. When possible, the organization will be contacted noting the specific posting violation.

Damage done by improperly posted materials on surfaces will be billed to the offending student organization(s).

Fliers should not overlap or conceal other items. Posting is on a first come, first serve basis. Publicity should be posted no more than 10 days prior to the event. Only one poster per event per bulletin board is allowed. Fliers should be removed by a representative of the posting organization or by a University official as soon as the day after the event.

Banners: Banners must contain the following information: name of sponsoring organization with a brief description if not recognizable, the date, time and location of the event as well as contact information for the organization or the responsible member. (May be written on the back of the banner.) If not, the organization’s president will be notified and given a chance to update the banner. Banners not updated or taken down to update may be removed by University officials. Banners should be removed when events are completed.

Other Forms of Publicity: Chalking is permitted on sidewalks exposed to the elements. Chalking is not allowed on walls, doors or building exteriors. Please remove following events if rain or snow has not.

Table tents on cafeteria tables are not allowed. However, Sodexo may be contacted for a template for napkin holder inserts. (Contact Dave Breniger, 276-944-6249 or 276-685-3482)

This policy will be included in the official Emory & Henry University Student Handbook maintained by the Office of Student Life, Student Success and Inclusion, and in the University’s Communications Policy, maintained by the Office of Marketing and Communications.

Contact: Fred George, Dean of Students; Jennifer Pearce, Vice President for External Affairs

Stationery includes letterhead, envelopes, mailing labels and business cards. To ensure consistency, files are provided by the MarCom Office to a commercial printer from whom orders may be placed.

Only the MarCom Office is authorized to create and provide University stationery files for printing. General University letterhead, envelopes and labels are available in the bookstore. Do not attempt to create your own business cards or stationery.

All offices of the University are to use the general university stationery, with the exception of the offices of admissions, advancement, athletics and the president. Offices located on satellite campuses of the University and others at the discretion of the MarComm Office are exceptions. Specific departmental contact information may be included in the signatures per the attached sample or in the body of the correspondence.