Policies and Forms
The Office of Marketing and Communications works within client budgets to meet print, production, media, and other associated needs. All services are free of charge. The following procedures and guidelines will help you take advantage of the services we offer. Please read them carefully and contact your department liaison or a marketing account director for further assistance.
Before contacting the Office of Marketing and Communications, please make sure you have a general sense of your project’s scope, including these parameters:
- What format will best meet your objectives—brochure, postcard, flyer, or other?
- What is your overall budget?
- What is your target delivery date?
On average, our production team requires four to six weeks to produce print collateral. Some projects may require more time, depending on their complexity. Once you have considered these issues, please reach out to your Account Director in the Office of Marketing and Communications to discuss the project in more detail.
Sample Time Estimates
- Postcard: four weeks
- Flyer/poster: four weeks
- Application: four–six weeks
- Banner: four–six weeks
- Brochure/booklet: six–eight weeks
- Invitation/program: eight–10 weeks (depending on event and mailing schedules)
- Bulletin/viewbook new text and design: six months
Text for your projects should accompany the form in a Word document. The language must always reflect SJU’s brand as an academic, engaging and forward-thinking institution. Please review the University’s Brand Guidelines for complete Editorial Guidelines.
SJU Extensis Photo Gallery
The Extensis Photo Gallery maintained by the Office of Marketing and Communications may be a resource for meeting your photography needs. To access the account, go to www.stjohns.edu/extensis and log in as follows:
Please note that the Extensis Photo Gallery can only be accessed on campus or through VPN and requires that the latest version of Flash be installed on your computer. An instructional PDF on Extensis is available.
Prior to the design phase, all text you submit for your projects is reviewed for content, appropriateness, grammar, and University style. The Office of Marketing and Communications reserves the right to edit all text in line with the University’s editorial style. The Office of Marketing and Communications will not make factual changes or check factual information. It is the client’s responsibility to supply accurate text and check facts.
- View the University’s Brand Guidelines for complete Editorial Guidelines.
The Office of Marketing and Communications manages more than 1,000 projects per year for departments and colleges throughout the University. Our success—and yours—is made possible by a clearly defined production process.
Expect to receive a first proof within five to seven days after submitting your text and completed forms. Depending on the scope of the project, more time may need to be allotted. For the target delivery date to be met, this proof must be reviewed, signed, and returned to an Account Director within two to three days. Any changes to the design and text should be clearly indicated. Please review your proof carefully, checking the content for accuracy and placement of artwork.
Within five days of submitting your changes to the first proof, a second and final proof is sent to you for your approval and sign off. This is your last opportunity to make revisions before the project is sent to print. The final proof should be reviewed, signed, and returned to your Account Director within two days. If you require extensive changes at this stage, you must submit revised text. Your project will lose priority status and the delivery date of your publication will be impacted. The Office of Marketing and Communications will provide a maximum of two proofs for review on any given project. Although we provide proofreading support, the ultimate responsibility for proofreading at each stage of design belongs to the client.
Before beginning a project, the Office of Marketing and Communications can seek unofficial printing quotes at the client’s request. We are unable to provide a more precise estimate until the actual item has been designed and the printing specifications have been established.
Please note: If you must add elements after receiving the initial estimate, costs may change substantially. Therefore, in order to obtain an accurate estimate, please provide specifics as early as possible.
Printing costs are often high and unpredictable. Paper is expensive, and small details of seemingly little consequence can add significantly to the price of a project. The quality of the paper as well as the number of colors, method of reproduction, format, timing and quantity each have a substantial impact on printing costs.
After all corrections are proofed and the design is finalized, allow approximately 10 working days to print, on average. For projects with complex design formats or high quantities, printing can take longer. The Office of Marketing and Communications supervises the printing and delivery of any project requiring the services of an off-campus printer.
Completed projects are delivered to your area or according to the delivery instructions you provide at the start of the project. If pieces need to be labeled and mailed, please contact Printing and Distribution Services directly.
The Office of Marketing and Communications is responsible for publishing internal communications to the SJU community. To ensure that Internal Communications are both effective and efficient vehicles to share important and/or critical information with the St. John’s community, the University must be strategic regarding both the content and frequency of this method of communication.
This outreach can take the form of an:
- Internal Communication – priority information targeted to a broad internal audience (e.g. Convocation invitation, Provost Search announcement)
- Internal Memo – short, urgent announcement requiring immediate dissemination (e.g. technology or power outage, Public Safety alert/issue)
When requesting either option, please take note of the following guidelines:
- All requests need to be submitted directly to your Account Director via the College/Department Marketing Liaison or the Dean/VP
- Submissions must be accompanied by approval of the area’s Dean/VP or above under whose name it will be sent
- Internal memos can be released within a minimum of 60 minutes (during business hours) pending prompt review and approval by client
- When multiple requests for Internal Communications are received concurrently, order and time of release is determined by MarCom senior staff and VP
- All copy is subject to review and editing for grammar and clarity by MarCom
- When submitting copy, please identify target audience (faculty/staff/administration) and campus/es and include e-mail sender (“From” line), title (“Subject” line) and any materials to be linked to it
This policy is being implemented to assure that these types of communications signal significant events and situations to our community and are not shadowed by other campus activities that, though important to promote, are better suited for the University Calendar and Web Digest. We appreciate your understanding of and cooperation with this policy.
An important internal communications vehicle, Web Digest promotes selected St. John’s events, stories and media placements, as well as announces in memoriam. Web Digest is sent out daily each morning to all employees’ University e-mail accounts with a goal to foster a strong sense of community among faculty, administrators and staff while keeping employees informed about important news and significant achievements. An archive of Web Digest postings — beginning with the current day’s headlines — appears on the University’s Intranet site.
The following are guidelines for each component of Web Digest:
I. Event Posts: Listing Upcoming Events
Each administrative office and college is responsible for submission of its own event posts, which includes providing the content and specifying which section the post should appear (faculty, students, Staten Island, etc.).
Posts must meet University editorial and brand guidelines (for example, no use of clip art), as defined in the St. John’s University Brand Identity Guide, and cannot infringe copyright.
Event post content must:
- Include appropriate headline or title
- Describe who, what, when, where, how and why
- Include URL to link event to an academic program or department, if applicable
- Include RSVP date, contact information and/or link to RSVP form, if applicable
- Be proofread and approved within the college/department prior to posting
II. Web Digest Highlights: Featured Stories
The final selection of daily highlights is determined by the Office of Marketing and Communications based on the following criteria:
- Appeal to a broad St. John’s University audience
- Timeliness of content
- Major appointments or policy decisions that impact all employees
- Key internal events that draw attendance from across the University community
- Major awards, grants or research accomplishments
To submit a digest highlight for review, please contact the marketing liaison designated for your college or office who will contact the appropriate account director in the Office of Marketing and Communications.
Your request should include:
- Contact Information: Please include your name and department, as well as the name, daytime phone number(s) and e-mail address(es) of who to contact if there are any questions.
- Text: Please submit in a Word document. The content should be brief (400 words), factual and grammatically correct, and should clearly address who, what, where, why and when in the first paragraphs. Please proofread all content prior to submission; submitted copy may be edited for length, clarity and consistency with brand guidelines.
- Photos: The area that requests the digest highlight is responsible for supplying photos. Photos should be at least 300x300 pixels (4.167x4.167 inches) and legally permitted for general use.
Duration of Run
A highlight can run for a maximum of five business days — please indicate specific dates.
Note that final dates and duration of run is at the discretion of the Office of Marketing and Communications based on timeliness as well as number and content of current highlights.
Once a highlight is requested, the Office of Marketing and Communication requires two business days for approval. In certain cases, an additional three business days may be needed to edit the submission. Please keep this timeframe in mind when submitting a highlight request.
Requesting Editorial Assistance
If the college/office requires our writers to develop the story, please contact your account director. Please be aware that our editorial team may need up to one month’s notice to produce a story.
Colleges or offices can promote their stories as news releases on their section of the Web site or as a story on their landing page, if applicable. Colleges and select offices may also wish to contact St. John’s Central.
III. In Memoriam
Consistent with the compassionate concern for others which is central to our mission as a Catholic and Vincentian institution, St. John’s regularly publishes notifications of deaths of University employees, their families, and students on its daily Web Digest. The procedure follows:
Employees: At the request or with the consent of an employee or an employee’s family, the University community, through the Office of the Vice President and Secretary of the University, publishes notification of the death of a full or part time employee or a member of the employee’s immediate family (spouse, parent, sibling, child, or in-laws). Notification will also be published for retired employees and emeriti employees. Please provide the following information:
- Name of deceased
- Relation to employee
- Name, address and phone number of funeral home
- Date(s) and time of wake
- Date and time of funeral Mass or service
- Name and address of church or place of service
- Name and location of person to whom expressions of sympathy may be sent.
- Home addresses will not be published. Please designate a person from the University to receive cards, etc. to forward to the family.
If services are private, or have already taken place, notices can be published stating this.
Students: Information regarding the death of a student should be forwarded to Campus Ministry (Queens and Manhattan campuses, extension 2539, Staten Island campus, extension 4475). That Office will forward the information to Dr. Habben.
Departmental personnel who are advised of a death are requested to ask whether publication of a death notice is desired by the individual/family. Please note that there is no requirement that a death notice be published. The notification process is provided as a service that enables members of the University community to provide support to their colleagues in a time of personal sorrow.
IV. News Clips
This section features the University’s significant media placements as determined by the Office of Media Relations. For more information, please contact Dominic Scianna, Associate Vice President of External Affairs, at 718-990-6185 or firstname.lastname@example.org.