Work Performed by an Embedded Marketer or Communicator
Step 1: Know your budget. Get estimates (if applicable).
If you are planning to design a printed piece and need to work with a vendor to deliver it, you should know your budget. Review the Working with Approved Marketing & Communications Vendors page to see a list of draft emails to help you build estimates for specific media.
Step 2: Create your material
Create your material. Be sure to review our Resources and Downloads page for information about brand trainings, access to digital assets and photos, and more.
Step 3: Submit your material for review
Step 4: The review
Your material will be reviewed within two (2) business days using the criteria listed on the Brand Review Process page. Note that University Marketing & Communications reserves the right to extend review of submissions for larger and more complicated projects, if necessary.
Step 5: Notification
Should your material be approved, you will receive formal notification via email from brand@olemiss.edu. Be sure to save this formal notification as it will be required for the Procurement process.
If your material is not approved, a member of our Brand Services or Creative Services team will notify you via email with a list of recommended revisions.
Once revisions are made, you will be required to submit another brand request review form. Please select the “re-submission” option and follow the instructions. Expect another two (2) business days for review.
Step 6: Choose the Appropriate Procurement Path
Once you have received brand approval, you may proceed with the appropriate Procurement path outlined below based on anticipated costs:
- Purchases under $5,000: If you have received an estimate from an Approved Marketing & Communications Vendor that your purchase will be under $5,000, you may use a University Procurement card. Submit the Brand Approval Form along with your reconciliation documentation to Procurement.
- Purchases between $5,000-$75,000: If you have received an estimate from an Approved Marketing & Communications Vendor that your purchase will be between $5,000 – $75,000, you must solicit at least one other estimate from an Approved Marketing & Communications Vendor. Save these estimates as they must be submitted as part of your documentation to Procurement. Create a purchase requisition in SAP. Submit the Brand Approval Form with your requisition and no fewer than two estimates. Procurement will create a purchase order. Note that IT-related purchases (such as website design and development) over $5,000 must also be approved by IT.
- Purchases above $75,000: If you have received an estimate from an Approved Marketing & Communications Vendor that your purchase will be above $75,000, you are required to issue a formal bid (if for a commodity such as printing) or solicit proposals (if for a service such as photography, videography or digital advertising). Please reach out to University Marketing & Communications for next steps.
Step 7: Work With the Selected Approved Marketing & Communications Vendor to Create Your Deliverable (if applicable)
Create a purchase requisition in SAP. Reference the Brand Approval Form and the submission file number in the header of your purchase requisition and no fewer than two estimates. Procurement will create a purchase order. Note the vendor’s official University vendor number. This number will be required for your purchase requisition. Note the vendor’s official University vendor number listed on their entry. This number will be required for your purchase requisition.