Work Performed by University Marketing & Communications
Step 1: Know your budget.
Before you submit the appropriate request form to work with University Marketing & Communications, know your budget that you may allocate to this project. Graphic design, video, and photography requests will incur departmental charges based on hourly estimates or project scope and resource needs.
Step 2: Create your material
Upon completion of the appropriate request form, a member of the University Marketing & Communications team will be in touch to initiate your project and complete a creative brief.
Step 3: Approve your material
Once your material has been completed, a member of the University Marketing & Communications team will be in touch to seek your approval. Please share your approval or request revisions of the team member.
Step 4: Your University Marketing & Communications representative will submit your material for review
The brand review request form will be submitted on your behalf.
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
Once your material be approved, you will receive formal notification of Brand Approval via email from a University Marketing & Communications representative. Be sure to save this formal notification as it will be required for the Procurement process.
Step 6: Choose the Appropriate Procurement Path (if applicable)
Once you have received brand approval and should you need the assistance of an Approved Marketing & Communications Vendor to print or create your material, determine next steps 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.
Purchase of all apparel, merchandise or promotional material that includes official University licensed marks requires a second approval from the Department of Licensing at this stage of the process (LINK).
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.