Style Guidelines for the Ram Family

Use the phrase, “Member, Texas Tech University System,” on all official correspondence, publications and reports. See operating policy 26.06.

Use Associated Press (AP) Style when writing for all university publicity and materials. These include, but are not limited to:

• Business cards and letterhead
• News releases
• News and feature stories
• Magazines, brochures and newsletters
• Posters, flyers, postcards and other mailers
• The ASU website and other digital media

This complies with the Texas Tech University System’s official writing guidelines and differs from the academic writing styles.

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For your convenience, this abbreviated AP Style guide is available for quick reference. This includes specific references to ASU information, such as names of facilities.

Letterhead, Stationery and Forms

Angelo State University’s brand identity is reinforced only by consistent, professional presentation of our University Marks and printed materials, including letterhead, stationery and forms.

Authorization

University Operating Policy 26.09 outlines specific rules for design and printing of letterhead, stationery and forms. Only offices, departments or divisions of the university which are designated on the Organization Chart of the university are authorized to use university stationery.

Registered student organizations other than SGA may not use official university letterhead and stationery. They may not use Angelo State University, Angelo State or ASU in their organization names. In some instances, such as email signatures, a registered student organization may use the organization name with the following text on the next line, “A registered student organization of Angelo State University.”

Formats

The university has developed standardized formats for university letterhead, stationery and, where appropriate, forms. The formats utilize the ASU logo and appropriate departmental information.

Formats, fonts and spacing must follow the guidelines for stationery and business cards. In addition to standard return address information, matching envelopes may also be printed with an ASU account number for billing.

A university office, department or division may list its name, telephone number, fax number, box number, web address and email address on university letterhead, but no person’s name or individual email address will be printed on university letterhead except for faculty members holding endowed professorships or chairs who are authorized to include their name and the designation of the professorship or chair on university stationery. The phrases “Member, Texas Tech University System” and “Equal Opportunity Employer” will be included on all university stationery.

Exceptions must be authorized by the president.

Procedure

To order stationery and/or business cards, complete and submit a Publication Request Form or a Business Card Request Form.

After your department has approved a proof for stationery or business cards, you will receive the file name for your Print Shop Requisition.

All stationery and business envelopes must be printed at the university Print Shop rather than at other printers or on office printers.

When stationery and/or business cards need to be re-printed without any changes to existing data, they can be re-ordered directly from the Print Shop without a Publication Request Form. In instances where stationery and business cards need to be re-ordered with changes, the order should be submitted through the appropriate form – Publication Request Form or Business Card Request Form.

Authorization

Operating Policy 26.03 outlines specific rules for design and printing of business cards.

Business cards must be requested through a university Business Card Request Form and must conform to the standard format designated by the university as determined by the Office of Communications and Marketing. All business cards must be printed at the university Print Shop.

Procedure

Order business cards by submitting the appropriate Business Card Request Form.

Authorization

C&M makes a library of photos available for official university use internally on the J: drive.

University-related photos or other images must not be downloaded from a university website or other digital presence, including social media, for personal or commercial use.

Photos of student athletes are subject to NCAA rules and regulations and require express written permission from the Angelo State University Office of Athletics.

Specs

The university photographer uploads photos at a high resolution to preserve quality. Photos must keep the uploaded proportions if resized.

Publication of Departmental Brochures, Pamphlets and Promotional Material

Authorization

The publication of brochures, pamphlets and promotional materials by university colleges, departments and program offices to be distributed in any way is subject to authorization by the office of the appropriate vice president or direct report to the president and oversight by C&M.

Procedure

Requests for approval to produce such materials should be initiated through the appropriate dean, vice president or direct report to the president. When a proposed publication has been approved at the appropriate levels, a Publication Request Form should be submitted. C&M will provide professional assistance in preparing the publication and, if needed, in obtaining bids for the printing project. An account number is required for this form to defray costs for special materials ordered or extra proofs.

All required text, the design concept and specifications should be conveyed to C&M with the request. Content should be approved by all necessary parties prior to submission to C&M. C&M will provide up to two proofs (drafts of the requested work) at no charge. A third proof will be charged at $25 and four or more proofs will be charged at $50 each. These fees will be handled through an interdepartmental transfer of funds. C&M encourages thoughtful planning and communication at the start of a project.

Printed materials to be used exclusively on campus are the responsibility of the department chair with the advice and approval of the dean and/or vice president. A Publication Request Form is required for the preparation of printed materials requiring the services of C&M.

Official university publications approved by and mailed under U.S. postal permits shall be the responsibility of the appropriate vice president or direct report to the president in conjunction with the C&M.

Grant Acknowledgments

Any marketing materials, including digital media, that are funded by a grant must contain language designated by the Office of Sponsored Projects.

Accreditation Citation

University publications and web pages citing accreditation from the Southern Association of Colleges and Schools must use the following statement on the document:

Name Tag Style

The design for university faculty/staff name badges that correctly utilizes the university logo is now available from Angelo Awards. Name tags must use the approved university logo.

Guidelines

• The text on name badges will be upper and lower case for names and departments.
• Departments may use “Department of” in front of their name, although it is not required and is best avoided on departments with long names.
• To save space an ampersand (&) should be used in place of “and” in departmental names.
• No courtesy titles, including Mr., Mrs., Ms. and Dr., are allowed.
• Faculty and administrators may list a terminal degree or their highest graduate degree after their names.
• Clinical faculty may use their highest degree and licensure and/or certification for identification in clinical settings at off-campus medical facilities.
• Because of space limitations, one certification and/or licensure may be used.
• Job titles may be used, space permitting, on larger format ID badges.
• Staff members may list a graduate degree after their names.
• Two badge sizes (1” x 3” and 1.5” x 3.25”) are available for name tags.
• 1” x 3” with one name line and one title line.
• Examples:
  
  Roger Smith
  Communications and Marketing
  
  John Deaux, PhD
  Biology
  
  Jane Deaux, RN, MSN
  Department of Nursing

Styles

 

• 1” x 3” with one name line and one title line.
  Examples:
  
  Roger Smith
  Communications and Marketing
  
  John Deaux, Ph.D.
  Biology
  
  Jane Deaux, RN, M.S.N.
  Department of Nursing

• 1.5” x 3.25” with multiple name or title lines, not to exceed four lines
  Examples:
  
  Roger Smith
  Director
  Communications and Marketing
  
  Katherine A. Farley-Higginbotham
  Administrative Assistant
  Communication and Mass Media