ࡱ> mol#` bjbj .4<^|||||||80,\4$2(#######$:%h'R#|#||#d||##V"@||" ngR|W" 3#T#0$c"T'f'"'|"|0" ##4d$ 44||||||   POLICY AND PROCEDURE Title: OFFICE OF INSTITUTIONAL ADVANCEMENT Policy No.: 2.10 Department: Office of the President Contact: Director of Institutional Advancement Policy The office of institutional advancement has been created to coordinate external and internal communications efforts. In general, the department has four main duties: Organize and manage effective marketing, public relations, government relations and public information effort. Develop and manage the internal communications avenues of the college. Provide central printing services to the college community. Provide administrative leadership to the ɫ Foundation and manage the Foundation Office. With the exception of the Foundation, each of these duties will be discussed in subsequent sections of this document. The Foundation has its own set of policies and procedures. In all publications and products, the office is committed to accuracy, clarity, and consistency in providing information about and promotion of the college to the general public and to selected audiences. Procedures 1.0 Public Information Promotion and public information at ɫ includes all planned marketing, advertising, and public relations efforts or actions used to increase public awareness of the College. Included in these efforts are catalogs, semester course rosters, news releases, public service announcements, display and classified advertising, radio and television spots, brochures, photo opportunities, fliers, public events, video or slide programs, and speaking engagements. It is the responsibility of each vice-president, dean, director, coordinator, or department chair to identify those activities within their areas of responsibility to be promoted. It is the responsibility of the office of institutional advancement to produce and disseminate throughout the service area promotional and/or informational material. This requires a close working relationship with vice-presidents, deans, directors, coordinators, and department chairs. Faculty and staff of GBC are encouraged to identify college events and accomplishments worthy of promotion and to contact the office of institutional advancement. The origination of public information and promotional efforts at educational centers is the responsibility of the center coordinator; however, coordinators are requested to share the information and promotion efforts with the office of institutional advancement. Logo Usage. The college logo is the official symbol used to represent the college. Often, the first contact someone has with the college is through printed materials. Logo usage keeps these materials consistent. The logo may not be overprinted, ornamented or altered unless approved through the office of institutional advancement. News Releases. All news releases and copies of other promotional and public information must be forwarded to the office of institutional advancement director before release to the media. All college news will be released to the press through this office. The office of institutional advancement is responsible for providing accurate and timely information in a style consistent with good journalistic practices. Several factors influence the manner in which a news release is written. These factors include the following: Target public audience Type of media Institutional image Timing Quality of information Most news releases will be prepared by the office of institutional advancement. Generally, the office will request detailed information be submitted in writing. A press release will be drafted from the submitted information. Some departments may choose to prepare their own press releases and forward them to institutional advancement for release. The office will review releases with these factors considered, and, if necessary, will contact the individuals submitting the information for editing and revision. Institutional advancement has a list of news sources in the college's service area and throughout the region. The office will contact the individuals submitting the information in order to determine the best possible media coverage. Public Comments Policy The president is the chief spokesperson for the college. In concert with the chancellor, the president represents the institution before the Board of Regents, the legislature, and all other appropriate bodies. From time to time, the president will designate individuals from the college to act as spokespeople. 3.0 Media Services College Printing and Copying. The office of institutional advancement, through the media services department, handles the printing and copying needs of the college. Please see the GBC Policy and Procedures Manual, Chapter 2.11. 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