South Plains College recognizes its responsibility to keep the community adequately informed about the operations, educational programs and services of the institution. To fulfill the college’s vision and mission, South Plains College is also obligated to inform the community and its prospective students about the comprehensive community college concept and the educational opportunities afforded by the college.

The Office of College Relations is responsible for institutional public relations, marketing, communications, and special recruiting activities which enable the college to meet its responsibilities to its constituents. The office draws upon the skills, expertise and experience of its staff to communicate to constituents a positive, progressive image consistent with the aims and philosophy of the college. To this end, the Office of College Relations functions to foster greater public awareness of South Plains College and thus generates goodwill and support of the college through its communications activities.

The Office of College Relations is directed by the Associate Dean of College Relations who is responsible for the public relations, marketing and communications functions of the college as described in this section. The Associate Dean of College Relations reports to the Vice President for Institutional Advancement.

In meeting its responsibilities, the Office of College Relations administers specific services for the Board of Regents, employees and students of South Plains College. These services and areas of general responsibility include, but are not limited to, public information, college publicity, news reporting, photography service, promotions, special events, advertising, marketing and student recruitment, campus ambassadors, college message center, employee publicity files, publications, printing, college website, college intranet, internal employee communications and employee relations. These areas of responsibility are described as follows.

The Office of College Relations functions as a primary source and clearinghouse for public information about the college. All requests for general information about the college and inquiries from prospective students or other individuals and organizations should be directed to the Office of College Relations.

The Office of College Relations is responsible for disseminating college information to the news media for the purpose of publicizing and promoting the business of the college. All college news releases are prepared and distributed through the Office of College Relations, which is responsible for accuracy, acceptable style, and uniformity of message.

The College Relations staff actively solicits suggestions from departmental chairpersons, faculty, administrators and staff members for designing outreach information about college programs or services. When new courses or services are planned, when activities of interest to the community are scheduled, when courses or services are altered, when interesting students or projects are noted, when faculty or staff deserve promotion, or when any happening of possible news or promotional value occurs, a call to the Office of College Relations will help inform the public about the college.

For most news releases, a three-week advance notice is necessary to assure publication. To request publicity through news articles to local newspapers, contact the Coordinator of News and Information, ext. 2212.

The College Relations staff also writes and requests public service announcements (PSA) from area television and radio stations. All PSA requests involving area media must be placed through the Office of College Relations, which coordinates the college’s coverage and serves as a liaison with the media. PSA requests must be received in the College Relations Office four weeks prior to the promoted date. To request a schedule of PSAs, contact the Coordinator of News and Information, ext. 2212.

The College Relations Office coordinates publicity for the college’s athletic teams and intramurals program and services sports publications needs. The Sports Information Coordinator, ext. 2209, is responsible for publicizing and marketing the intercollegiate athletic program at the college.

The Office of College Relations should be informed as soon as possible of inquiries made directly by the news media to administrators, faculty, staff or students regarding college business. See section GA, "Media Relations," for specific policy and procedures.

The Office of College Relations maintains basic information files on each employee of the college. The files include biographical information, directory information and current photographs where available. Photographs are used for college information and internal communications purposes. To keep files current, employees, especially faculty and professional staff, are requested periodically to complete a new data sheet to update information. The information is used in preparing news releases and other promotional activities.

The Office of College Relations maintains a photography service that provides photographic support for the college news service, publications, advertising, exhibits and other visual communications projects. The service also works to maintain a photographic history of the college and its events. Like news suggestions, the office is interested in learning about special photo opportunities that may arise in a particular program or college service area. Office staff is available to take photos of special groups, scholarship or award presentations, new equipment acquisitions, and other college-related activities that would be deemed newsworthy in promotional efforts.

Faculty and professional staff who need a personal photograph for professional reasons may submit a request to the Office of College Relations. For more information, contact the Associate Dean of College Relations, ext. 2210.

Every program and service of South Plains College needs to be known and understood by the general public in the college’s service area. To accomplish this, various forms of promotion can be utilized. Such promotional activities may involve news releases, advertising, bumper strips, exhibits, multimedia presentations, special displays, posters, talk shows, billboards, folders, direct mail, give-away and other communications tools. Special events can also be organized to promote a program or service. An individual approach is used in designing a package of promotion and information for each unique project at the College. Contact the Associate Dean of College Relations for information and details.

The Office of College Relations assists with the planning, promotion and staging of official functions and special events of the college. Departments or offices planning special events at the college should consult with the Office of College Relations in planning the event. The Associate Dean of College Relations is responsible for monitoring all special events to ensure the college’s positive image is maintained and the event achieves its intended purpose and goals.

Requests for messages on the college message center (electronic marquee) should be submitted to the Office of College Relations. Messages which promote campus events, services or programs have first priority in being placed on the marquee.

Because the Office of College Relations is responsible for the overall institutional image of the college, institutional or program advertising of any type, other than those involving student publications, is to be directed through the College Relations Office for quality control and maximum coordinated impact of information about the college. The office is responsible for the content, design and placement of such advertising. South Plains College makes use of display and classified print advertising, as well as radio, television and specialized advertising to better inform the public of college programs and services.

All advertising representing the college must include the college’s non-discrimination or equal opportunity statements where appropriate.

Legal notices advertising the acceptance of bids are placed through the Office of the Vice President for Finance and Administration.

Requests for employment classified advertising originate with the Office of Human Resources. Design and placement of such advertising is coordinated by the Office of College Relations in cooperation with the Director of Human Resources.

Advertising sold by students or college employees is governed by policy. See section FDC.

The Office of College Relations is responsible for directing the production and printing of all college publications that are used for external purposes, which contribute to the institutional image of the college and which require graphics design, electronic formatting or printing. Among these publications are the general catalog, class schedules, college marketing and recruiting literature, student guidebooks, departmental brochures, sports promotional brochures, newsletters, community reports, promotional materials, college stationary, and other special publications that communicate programs and services of the college to students or the community.

Because the College Relations staff possess skills and expertise in publications editing and design, the office should be consulted in the production and printing of all internal publications, reports, operational forms, handbooks, certificates, official documents and other projects that require graphic design and preparation for printing.

Faculty and staff with ideas concerning the graphics or editing aspects of college publications are invited to submit suggestions to the Associate Dean of College Relations. The first step in planning a new publication is to contact the Office of College Relations. Before a rough copy is typed and submitted for publication, a brief conference with the Associate Dean of College Relations will save many hours of editing time and assure the faculty or staff member involved a more accurate publication.

A printing guide is available in the Office of College Relations in addition to graphic design services that may be called upon for production of in-house duplicated materials. Campus offices and departments with printing needs may contact the Office of College Relations, ext. 2210, 2211, for details.

South Plains College recognizes the importance of developing and maintaining a website on the World Wide Web. The purpose of the college’s presence on the World Wide Web is to provide online access to the college whereby internal and external constituents may obtain information about the college, its programs and services. To this end, the SPC website is considered an official college publication which communicates the vision, mission, aims and philosophy of the college. The SPC website functions to inform, encourage and persuade individuals to seek higher education in the contest of a comprehensive community college setting. Additionally, the college’s website exists to support the instructional and administrative processes in innovative and creative ways.

The Office of College Relations is responsible for coordinating and organizing the content, design and use of the college’s website. Information, use and content related to instruction will be directed through the appropriate departmental chairperson or instructional dean. Information, use and content related to all other areas will be directed through the Office of College Relations. In addition, the Office of College Relations serves as a primary source for assistance in setting up and maintaining web pages that are appropriate to the college. The office is also responsible for periodically reviewing the site for accuracy, currency and compliance with the college’s Website Guidelines and Policies and Web Publishing Standards and Guidelines. See section HN for specific policies and guidelines related to the college website.

The Office of College Relations is responsible for maintaining the college’s intranet site that functions as a central online communications link for SPC employees. The site features "COMMlines," the college’s electronic employee newsletter that is published weekly during the fall and spring semesters and monthly during the summer. Additionally, employees can find information about human resources, professional development opportunities, college events, reports and reference, insurance benefits, personnel directory and other topics of interest on the intranet site.

Employees are invited to submit news items for COMMlines and suggest ways the intranet site can meet the internal communications needs of the college. Contact the Associate Dean of College Relations with ideas and suggestions, ext. 2210.

South Plains College recognizes that its greatest resource is its employees who work together to accomplish the college’s vision and fulfill its mission in serving students and the community. The college has identified organizational values that contribute to a working environment that fosters productive employee relations. Working with the President of the College, the Associate Dean of College Relations is responsible for monitoring employee morale and internal communications needs and developing communications activities that facilitate the continued development of good employee relations. To this end, the Office of College Relations assists in promoting and publicizing employee achievement, developing employee programs which build a sense of "family," and interpreting and communicating college policy and decision-making as it relates to employee relations.

Overview

The Office of College Relations' primary interest in printing, publications and web pages is the development, editing, and design of information materials that accurately and effectively support the institutional image of the college. Special care is taken to ensure than such materials carry a strong South Plains College identify, covey a uniform, positive message consistent with professional standards, reflect good taste in design, and do an effective and efficient job of the intended purposes.

For practical purposes, publications at South Plains College are defined as printed or electronic materials that take the form of flyers, handbooks, brochures, handbills, multi-page booklets, magazines, newsletters, posters, cards, folders, schedules, catalogs and web pages.

Special functions of the printing and publications operations of the Office of College Relations include, but are not limited to the following:

1. Preparing publications funded through the College's printing budgets, including the general catalog, general information brochure, departmental brochures, scholarship guidebook, campus maps, posters, class schedules, special newsletters, sports programs, special brochures and other materials;

2. Supervising production of other college materials that are printed, including college stationery and envelopes, business cards, employment applications, scholarship applications, business forms and other items;

3. Coordinating and organizing the content, design and use of the college’s website.

4. Assisting College staff with designing in-house publications; and editing, designing and publishing in-house publications, such as the personnel directory, academic planner and calendar, telephone extension directory, special reports and documents as needed.

Creation of a Publication or Web Page

Individuals with suggestions or a defined need for new or particular types of publications, printed materials or web pages should contact the Associate Dean of College Relations at least six weeks prior to the date the publication or materials are needed. Some publications or web projects may require more lead time depending upon the size or complexity of the project or upon the number of projects already underway in the Office of College Relations. All publications, printed materials or web pages at South Plains College should have a stated purpose that clearly describes the intended use of the piece.

Publication Budgets

Each College printing budget includes a list of items to be printed within a specific school year. Other publications or printed materials must be paid from budgets of the office requesting the materials. The source of funding for a particular publication does not have any bearing on the quality and design control jurisdiction already defined for the Office of College Relations.

Printing Schedules

In August, the Associate Dean of College Relations compiles a master publications calendar, showing the production schedule for all major publications during the school year. Copies of the calendar are distributed to each department or office responsible for coordinating a printing project with the Office of College Relations. To assure production of college publications on schedule, all parties involved in the project must meet the deadlines on the master publications calendar.

Publications Production

During the production of a typical college publication, a deadline for each step of production is established. The deadlines must be met if the target date for publication use is to be assured.

First, the college employee responsible for using a publication should contact the Associate Dean of College Relations for an appointment to discuss the overall project. The most important points of the discussion will center on the purpose of the publication, the target audience of the publication, and the message the publication is to carry to its intended audience.

Then, appropriate decisions can be made about photographs, artwork, graphics, copy, format, color, paper stock and estimated cost.

If the office responsible for using the publication is submitting recommended copy, a conference with the Associate Dean of College Relations is needed prior to copy being prepared so that correct publications form and style will be followed. Accuracy is imperative in college publications; therefore, information with correct spelling and facts should be submitted. The Office of College Relations reserves the right to edit all submitted copy for clarity of message, factualness, grammar and style.

Persons coordinating the publication with the Office of College Relations will be given the opportunity to check all final copy, photographs and artwork before the job is taken to the printer. Camera-ready proof pages will be provided to facilitate this process.

Publication Uniformity

Knowing that the College's printed publications and materials directly impact its public image, steps have been taken to tailor South Plains College's publications program to reflect a contemporary, progressive image. The goal of the College's publication efforts is to produce information pieces, which are unified in design and message. As a result, a specific design and format have been developed for departmental and program brochures and student recruitment materials. The Office of College Relations is responsible for determining design considerations related to color, format, style and content, which contribute to a unified publications image.

Use of College Logos in Publications

The logos utilized to represent South Plains College have been designed with specific visual messages in mind. An understanding of these messages and their intent helps direct the appropriate use of the College’s logos.

Specific policies and guidelines governing the use of College logos can be found in Section HP.