Roane State Community College
Policy Number: GA-16-01
Subject: Institutional Publications
- The Institutional Publications policy derives from Tennessee Code Annotated, Sections 12-7-106 through 12-7-108 and the rules and regulations of the Higher Education Publications Committee.
- An institutional publication shall be defined generally as one that is designed to represent the college in any capacity and of which copies will be distributed off-campus to any group or population.
- Any institutional publication prepared by college personnel will be sent to the public relations office for review of content and design to ensure that the institution is accurately represented; that the principles of good practice have been followed; and that where appropriate, the publication is coordinated in style and design with other college publications.
- All institutional publications are required to have a publication number. Specific examples include the following: Other publications which must have a publication number, but usually are not produced for general public distribution: Public relations assigns the publication numbers and coordinates all typesetting, layout and/or other requirements necessary to complete the publication request. Public relations will ensure that an Affirmative Action/EEO Employer statement and a Tennessee Board of Regents Institution statement appear on all publications as well as electronic publications (such as a website), video and/or audio productions. Placement of the publication number and AA/EEO and TBR Institution statements should be consistent, based on the design of the publication, and should be at the bottom of newspaper ads and single page publications and on the back of multiple page publications.
Certain printed materials which are intended solely for internal use may be excluded from the requirement that a publication number be affixed, e.g.:
- Undergraduate and graduate catalogs
- Admissions applications (unless part of a catalog)
- Financial aid applications
- Posters, calendars, pamphlets, fliers, programs, etc., promoting cultural or athletic events
- Alumni and development solicitation materials
- Seminar and workshop registration forms, brochures
- Research project reports (if generally distributed)
- Agricultural brochures, pamphlets, etc.
- Treasurers’ reports and other "outside" financial reports
- Campus telephone directories
- Employee benefits booklets, posters, etc.
- Purchasing requests for bids
- Purchase order forms
- Employment applications
- Placement forms
- Athletic ticket applications
- Campus, college, and department newsletters
- Faculty and student handbooks
- Employee training manuals
- Work processing forms for internal use, e.g., work orders, requisitions, transfer vouchers, voucher authorizations, vehicle requests, personnel action forms and similar documents
- Research project reports not generally distributed
- Research survey instruments
- Classroom test instruments
- Instructional material (even if sold at campus bookstore)
- Personnel and fiscal policy manual
- Grade reports
- Tickets for athletic and cultural events
- Student newspapers and yearbooks
- Meal tickets
- Traffic citations
- Public relations will maintain a log of publications. That log will include:
- Name of publication
- Department requesting publication
- Purpose and brief description of publication’s content
- Number of copies authorized for printing
- A general distribution list
- Estimated cost of printing and distribution
- Printer’s name and address
- Media Releases
Official college media releases for all print and electronic media should be channeled through the Public Relations Department to ensure that the college is accurately/appropriately represented and that the information is presented in a format acceptable to the media. This is in no way intended to infringe upon an employee's individual right to free speech.
- Social Media
Please refer to RSCC Guideline G-100 for best practices on college-related social media.
Responsible Party: The Executive Director of ORBC & Community Relations shall be responsible for development and maintenance of this policy for issuance by the VP of Workforce Development & Community Outreach.
Revision History: 03/27/1989, 07/01/1990, 01/10/2000, 08/04/2003, 06/01/2007, 09/17/2014
TBR Guideline Reference: G-140
Revision Date Effective: 09/17/2014
Revision Approval By: Christopher L. Whaley, President
Original Date Effective: 01/11/1988
Original Approval By: Cuyler A. Dunbar, President
Office Responsible: Vice President Workforce Development & Community Outreach
© Roane State Community College
Roane State Community College is a TBR and AA/EEO employer and does not discriminate against students, employees, or applicants for admission or employment on the basis of race, color, religion, creed, national origin, sex, sexual orientation, gender identity/expression, disability, age, status as a protected veteran, genetic information, or any other legally protected class with respect to all employment, programs and activities sponsored by Roane State. View full non-discrimination policy.
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