MARKETING & COMMUNICATIONS

Guide to Marketing & Communications Services

The Office of Marketing & Communications (MarCom) team works with faculty and staff to coordinate integrated marketing initiatives for the campus including campaign consultation and development, media relations, advertising, publications, design, and electronic communications. View the Marketing Materials Catalog.

Please note that all marketing materials and publicity must be approved by MarCom to ensure consistency with USF Visual Identity and Graphic Standards and branding to help achieve strategic plan objectives. Once approved, all materials will receive a form number.

If an outside vendor is used on a project, MarCom will act as the liaison between the department and the vendor. The services provided by MarCom staff are free. You will only pay for vendor fees incurred (printing, mailing, and other production costs), unless the MarCom department agrees to cover the costs.  

How to Submit a Project Request

We ask the Executive Council representative of each department to submit requested marketing initiatives several months prior to the beginning of each semester (see deadlines below).

Next, that department will submit a Marketing & Communications Services Project Request to request each project. This will be followed by a project consultation meeting.

NOTE: Projects that are not included in the semester's initiatives can be entered directly into the Project Request, however, those projects may receive lower priority than planned project initiatives.

This process enables us to help you plan and develop a unified marketing campaign. It also helps MarCom better schedule, prioritize, and coordinate the requests we receive for Marketing & Communications Services.

Marketing Initiatives are due on the following dates:

Fall - May 1^st

Spring - September 1^st

Summer - December 1^st

Getting Started

1. Allow enough time. Most materials need six to eight weeks from the time we receive any copy or files to delivery of the produced piece. Small projects may take less time, and major projects will take longer.

2. Submit a Marketing & Communications Project Request to initiate your project. The project request will assist you with defining your project goals, audience, timeline and budget. The request assists us in assigning your project to the appropriate people and helps keep the job on track while it's in progress.

3. We will assign your project to a MarCom representative upon receipt of the project request and will contact you for an initial consultation meeting (if necessary) within two working days. We require all materials, including copy, graphics, and interview sessions, to be provided to Marketing & Communications during the first week of the project. We will begin work on your project upon receipt of these items.

4. Following the initial meeting (if required), we will set up a production schedule. This schedule will provide a list of dates indicating the progression of your project.

Once Your Project is in Progress

What We Do

• Meet with you as soon as possible after receiving your project request to discuss the concept, goals and audience for your publication(s) and to set up a production schedule.

• Edit and design the publication to best meet your needs, schedule and budget.

• Keep you informed of the progress on your project and request your approval at appropriate points.

• If applicable, work with vendors to ensure that project specifications are followed and that the schedule is maintained.

What You Do

• Allow enough time.

• Provide content and files or coordinate interviews during the first week of the project.

• Return the project on schedule when it is in your hands for proofreading and approvals.

• Carefully check the final copy and design before the project goes to production. Changes after that can be expensive and probably will delay the project.

• Make appointments before coming to the Office of Marketing & Communications. This ensures that we have adequate time for everyone and saves your time, too.

After Your Project is Completed: A Few Tips

• Make note of areas for improvement as well as what worked well. This will be especially useful if this is a recurring marketing initiative.

• Prior to distribution to your external audience, please distribute your publication to the appropriate internal audiences. This will allow faculty and/or staff to become familiar with the piece and can help them field questions.

Need more info?

If you have questions or would like additional details, feel free to contact Leah Williams.