UC Merced On‐Campus Publicity Checklist RevisedOctober2013
DevelopedbyUniversityCommunications
for
academicdivisionsandadministrativeunits
Thekeytopublicitysuccessisplanningaheadandstartingprojectsearly.Twomonths
beforeaneventisoptimal,especiallyifyourprojectrequiresgraphicdesignand/or
printingservices.
TheUCMercedUniversityCommunicationsofficeisheretohelpyouwithpublicityideas,
design,editingandfeedback.However,it’suptoyoutocontacttheappropriateperson—
aheadoftime—toarrangeforinstallationofpublicityitemsandscheduling.
1. Electronic bulletin boards in the Leo and Dottie Kolligian Library TherearefouractivedigitaldisplaysintheKolligianLibrary:
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oneonthesecondfloorintheWestWing
threeintheEastWinginsidethelibraryitself
Thelibraryacceptscontentfordisplayondigitalsignageinthelibraryfromacademic
divisions,StudentAffairsandUniversityCommunicationsusingtheonlinesubmission
form.
AnnouncementsfromstudentorganizationsmustbesubmittedthroughtheOfficeof
StudentLifeusingthestudentonlinesubmissionform.
Thedigitalsignagecandisplayimages,videoandsound.Thefollowingfiletypesare
supported:
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Dimensions:Filesshouldbe1280w‐by‐768h‐pixels
Video:MP4
Image:jpegorPNG
 Keepcontentbriefandtothepoint:what,who,when,whereandhow.
 Limitoneannouncement,eventorfeatureperslide.
 Eachslideshouldhaveaheadline.
 Textshouldbe18pointorlarger.Usebulletsforreadability.There’snospecific
wordcount,butheadlinesandbulletspointsaremuchmoreeffective.Keepin
mindthateachslideisdisplayedforanumberofsecondsandpeoplewillview
theminpassing.
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Thelibrarywillconsiderproposalsfordigitalartexhibitsononeormore
monitor(s)followingthesameguidelinesasotherexhibits.
How to do it Academicunits,StudentAffairsandUniversityCommunicationsshouldsubmitthisformto
requestadigitalsign.Studentsandstudentorganizationsshouldsendsubmissionstothe
OfficeofStudentLifeusingtheonlinesubmissionform.
Submissionsmustbesubmittedatleastoneweekbeforethedesiredpostingdateand
specifytherequestedpostingdatesandduration.Librarystaffmembersdetermine
wheretheywillpostthesubmissions,dependingonavailability.
Viewthedigitalsignagegallery.
2. Electronic Bulletin Boards at the Students First Center TheStudentsFirstCentermanagesthreelargedigitaldisplaysinthelobbyoutsidethe
center.NewcontentispostedthefirstandthirdTuesdayofeverymonth.Submissions
mustmeetthefollowingcriteria:
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Foroptimumviewing,submitw1280xh768‐pixelgiforjpegfiles.
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Thedigitalsignagealsosupports.wma,.wmv,andPowerpointfiles.
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Textmustbesize18pointorlarger
How to do it Submissionsfromstaff,facultyandstudentorganizationsaredueonthefirstandthird
Thursdayofeachmonth.SubmitfilestoMichaelAbarca.
3. Posters, Banners and Fliers Announcementsintheformofposters,bannersandfliersmustbesubmittedthroughthe
OfficeofStudentLifeatleasttwoweeksinadvanceofputtingupposters,bannersand
fliers.
Withadequatenoticeandformaljobrequests(throughJenniferBiancucci),thesecanbe
designedbyUniversityCommunicationsoranoutsidevendorandcopiedorprinted.
How to do it ConsulttheOfficeofStudentLife(209‐228‐5433)and/ortheStudentHandbookfordetails,
butbasically:
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TalkwiththeOfficeofStudentLifeaboutdistributionandlitter‐controlplans;
GetapprovalfromtheOfficeofStudentHousingifyouplantodistributeinthatarea;
Don’tdamageuniversityproperty;
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GetbannersapprovedbyStudentLifeatleastthreebusinessdaysbeforetheevent.
Bannerscannotbelargerthan5feetlongand4feetwide;
Don’tcoverothereventadvertisements;
SeetheOfficeofStudentLifefortheparticularregulationsforeachtypeofbanner,
flierorotherliterature;
Makesureyourbanners,fliersandpostersareremovedwithin48hoursofthe
event’send;
AnythingpostedneedsapprovalfromStudentLifeandhastohavecontact
informationonit;
Acceptablenotices:Thosebyrecognizedstudentorganizations/groups,schools,
officesanddepartments;announcementsrelatedtoactivities,specialevents,
university‐relatedservicesandfundraisingactivities;publicnoticesregardingthe
occasional/incidentalsaleofpersonalpropertybelongingtostudentsand
employeesoftheuniversity;fromthoseofferingeducation‐relatedservicesor
informationofinteresttoUCMercedstudents,facultyandstaff;campuselections;
nonprofitorcommercial,privateorpublicgroups–aslongasthepostingsreceive
approval;advertisements,postersandliteraturerelatedtoevents/goods/services
forcommercialandnon‐commercialpurposes.
TheOfficeofStudentLiferequiresatleasttwoweeks’notice.
Approvedareasvarybythetypeofposting.TheOfficeofStudentLifehasthelistof
approvedpostingareas,socheckwhenyougotothatofficetogetyourpostingapproved.
Nontraditionaldisplaysanddecorations,suchassandwichboards,tabledisplays,aerial
displaysandballoonarches,canbeapprovedfordisplayforamaximumoftwoweeks.A
writtenproposaloutliningthepurpose,timeperiod,location(s)andmaterialstobeused,
mustbepresentedtotheOfficeofStudentLifeforapprovalatleastoneweekbeforethe
desiredposting/displaydate.AdditionalapprovalfromtheofficeofFacilities
Management/PhysicalPlanningDesignandConstructionmayberequired.
Forbanners,fliersandposters,here’salistofwhatisnotacceptable:
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Distributiononstairsorlandings;
Impedingtrafficandnormalactivities;
Blockingentrances,exits,walkwaysoremergencyroutesorconductingactivity
closerthan25feetfromanyentrance/exit,parkinglot,staircase,landingor
roadway;
Postinganything,puttinguptables,boothsorotheradvertisementswithoutprior
approvaloftheOfficeofStudentLife;
Placingfliers,announcementsorliteratureofanykindonautomobilesorunder
theirwindshieldwipersonuniversityproperty;
Leavingfliers,announcementsorliteratureofanykindunattendedoncampus
groundsorinclassrooms.Literaturemaybehandedtopeopleorposted
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appropriatelyindesignatedareasfortheirinformation,butitmaynotbeleftfor
otherstopickup;
Usingclassroomchalkboards/dry‐eraseboardsforposting;
Chalkingonsidewalks;
Usingglue,paste,nails,ducttapeoranyotherformofdestructivemounting;
Postinginoroncampusbuildings,sidewalks,trees,bridges,bikepathrailings,
windows(exceptasapprovedbyspecificdepartments),trafficsigns,fixedpoles
(excepttheapprovedbannerslotsontheScholarsLanelightposts),bluelightpoles,
lamppoles,doors,fountains,benches,trashcans,shrubbery;writing,postingor
tapingdirectlyonsidewalks,pathsorontheexteriororinteriorsurfacesof
buildingsorwallswithanymaterial
Individualsorgroupsresponsibleforpostingviolationsmaybechargedafine,requiredtopay
theactualcostofcleanup,and/orissuedawrittenwarning.Repeatoffensesmayresultin
moreextensivefinesandthelossoforganizationalprivileges.
Banners along Scholars Lane ThefabricbannersonlightpostsalongScholarsLaneareavailable,buttherearespecific
rules.
How to do it ThebannersmustbeapprovedbyUniversityCommunicationsandmustbe2feetwideand
51incheslong,witha3.5‐inchhemoneachendtoallowforplacementthroughthesupport
bars.
Facilitieswillinstallthese.SubmitaworkrequesttoFMHelp.Theyrequirepre‐approval,
anFAUandatleastfourweeksleadtimetoscheduleforinstallation.
4. Dining Center Tabletops Thereareapproximately40plasticholdersforfliersthatare5incheswideby7inchestall.
TheYablokoff‐WallaceDiningCenterstaffwillinsertthefliersandremovethem,buteach
requestmusthaveadatewhenthefliersaretoberemoved.Allfliers,tri‐foldsandother
tabletentsmustbeapproved.Eachrequestmustincludethedatethepostingistobe
removed.
How to do it ContactfoodservicesmanagerJasonSouzaviaemailorat209‐205‐8609.
Forfliersintheplasticholders,diningneedsaweek’snoticetoreserveaspot.Rarelywill
last‐minuterequests beaccommodated.Forprintedtri‐foldsorothertabletents,dining
needsatleasttwodays’noticetogivestaffmemberstimetoclearoldmaterialsandmake
suretherearenoconflicts.
Lantern tabletops Notallowedperthelibrarian.
5. Campus Online Events Calendar UniversityCommunicationsandtheOfficeofInformationTechnologyhaveadynamic,
interactiveonlinecalendarthatinformscurrentandprospectivestudents,thecampus
communityandthepublicaboutupcomingeventsoncampus.
How to do it Students,staffandfacultycanloginusingtheirUCMNetIDsandpasswordstosubmitevent
notices.Onceapproved,theeventwillappearontheEventsCalendarandmaybe
promotedonUCMerced’shomepage.ItalsoallowsfordepartmentstouseRSSfeedsfrom
thesitetofillacalendarontheirownWebsites.
FormoreinformationcontactLorenaAndersonviaemailorat209‐228‐4406.
6. Happenings on the UC Merced Portal TheHappeningschannelathttps://my.ucmerced.eduisthecoremeansofelectronic
distributionforcampusinformation.Userscansubscribetodifferenttypesof
announcementstheywanttoseeand/orreceiveintheiremailinboxes.
How to do it AnnouncementscanbeaddedtoHappeningsbydesignatedpublishersineachdivisionof
UCMerced.Ifyouneedtofindthepublisherinyourunit,contactVeronicaAdrovervia
emailorat209‐228‐4432.Ifyouneedtobecomeapublisher,yourdeanordirectorshould
contactVeronicatoauthorizeyou.Uponauthorization,youwillreceiveinstructionsfor
howtopublishannouncementstoHappenings.
RemembertousetheUCMercedEditorialStyleGuidetocheckspelling,grammar,
punctuationandcapitalization.
7. Web Stories WebstoriesarehandledbyUniversityCommunicationsandaregenerallypublishedtwice
aweek.Storiesareappropriateforcertaincampusprograms,suchasUCDC,studentregent
nominations,etc.,butnotformostevents.
ContactScottHernandez‐Jasonviaemailorat209‐228‐4408withstoryideas.Eachwillbe
handledonacase‐by‐casebasis.Thestorycalendarisupdatedmonthly,butthemorelead
timeyoucanprovide,thebetter.
8. Student newspaper – The Prodigy TheProdigy ispublishedtwiceamonthduringtheschoolyearbyastaffofstudentswho
volunteeraswriters,editorsandphotographers.Editorsneedatleastfourweeks’noticeto
getassignmentsouttowriters.Guestcolumnsarealwayswelcome.
Also,TheProdigysellscolorandblack‐and‐whiteadvertisingspaceinavarietyofsizes.
Campusadvertisersreceivespecialrates.Advertisersmustsubmitprint‐readyadsinPDF
format.
Contactinformationcanbefoundonline.
9. Panorama Panoramaisthebimonthlyelectronicnewsletterforfacultyandstaff.Ifyouhaveanevent
listing,brieforaccoladeyouwouldliketobeconsidered,contactScottHernandez‐Jasonvia
emailorat209‐228‐4408.
ThepublicationisdistributedeveryotherFriday.Contentisduetwoweeksbefore
publication.
10. Update Updateisamonthlyelectronicnewslettersenttoalumni,donorsandothercampusfriends.
Ifyouhaveaneventlistingorstoryideayouwouldliketobeconsidered,contactBrenda
Ortizviaemailor209‐228‐4203.
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