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.
Today@SJU (formerly Web Digest) is an internal communications vehicle that promotes selected daily St. John’s events, announcements, stories, and media placements, as well as in memoriam posts. Its goal is to foster a strong sense of community among faculty, administrators, and staff, while keeping employees informed about current news.
Each morning, Today@SJU is sent to all employees’ University e-mail accounts. During the summer months, Today@SJU goes out weekly.
The deadline to appear in the next days' Today@SJU is 3 p.m, Monday-Thursday, and 1:30 p.m. on Friday's. The following are guidelines for each component of Today@SJU:
Listing Upcoming Events
Current and upcoming events that appear in Today@SJU are pulled automatically from the EDU website’s calendar stjohns.edu/about/events. Posting your event online will ensure that it is pulled into the Today@SJU e-mail calendar.
Each administrative office and college is responsible for submitting its own event posts online. If you have been trained in the Content Management System (CMS), you can post your events, or you can ask your office liaison to post them for you.
If you want to request training or require assistance with posting an event online, please complete our online form: stjohns.edu/form/new-site-content-request-form
Best practices for event posts include the following:
- An appropriate headline or title
- Descriptions of who, what, when, where, how, and why
- Images, if available, to enhance your post’s visual appearance, RSVP dates, contact information, and a link to RSVP form, if applicable
- Category and tag features in the CMS tool that link the event with a college, department, group, or organization (for example, Category: The School of Education, Office of Graduate Admission)
- Text that meets University editorial and brand guidelines (for example, no use of clip art), as defined in the St. John’s University Brand Identity Guide, and which does not infringe on copyrights
- Copy that has been proofread and approved within your area prior to posting online
Today@SJU Highlights: Feature Stories
The selection of daily stories in the Highlight section 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
- Internal events that draw attendance from across the University community
- Major awards, grants, or research accomplishments
Contact the marketing liaison designated for your college or office, who will contact the appropriate marketing and communications account director. Your request should include the following:
- Your name and department, as well as the name, daytime phone number(s), and e-mail address(es) of people to contact if there are any questions.
- A Word document containing a brief overview of approximately 400 words. The document should be factually and grammatically correct and should clearly address questions of who, what, where, why, and when. Proofread all content prior to submission; the marketing and communications team will review content ONLY for errors in spelling, grammar, and punctuation. The department/college is responsible for the remainder of the submission.
- The area that requests the highlight is responsible for supplying high-resolution images, which the marketing and communications team will cut to appropriate size.
- A highlight can run for a maximum of two business days. Specific dates should be indicated, but determination of final dates and duration of run is made by the Office of Marketing and Communications based on timeliness as well as number and content of current highlights.
Once a highlight is requested, marketing and communications requires two business days for approval. In certain cases, an additional three business days may be needed to edit the submission.
If the college/office requires writers to develop the story, contact your department or college liason. The editorial team may need up to one month’s notice to produce a story.
As a general rule, highlights post after an event. Pre-event posts are determined on a case-by-case basis.
Colleges or offices can promote their stories as news releases on their section of the website or on their landing page, if applicable.
- Colleges and select offices may also wish to contact MySJU or promote through various social media channels
- If you need assistance with posting news events, contact your liason or submit your request using stjohns.edu/form/new-site-content-request-form.
Announcements are internal and apply to administrators, staff, and faculty. These posts typically do not have a start and end time.
Announcements can be assigned to audience groups such as faculty, employees, and human resources. Examples of announcements include:
- Gate closures
- Tuition reimbursement
- Online faculty training
- “In the Media” links to external SJU media. This section features the University’s significant media placements as determined by the Office of Media Relations. For more information, please contact Elizabeth Reilly, Director of Media Relations, at 718-990-5789 or firstname.lastname@example.org
- In Memoriam posts are included in Today@SJU, but are housed under Announcements.
- Events with a pre-registration deadline (walk-in's are not accepted).
It is recommended that users do not duplicate an announcement more than once a week.
Each administrative office and college is responsible for submitting its own Announcement posts online. If you have been trained in the Content Management System (CMS), you can post your own announcements, or you can ask your office or department liaison to post them for you.
If you would like to request training or require assistance with posting an announcement, please complete our online form: stjohns.edu/form/new-site-content-request-form
Consistent with the compassionate concern for others central to our mission as a Catholic and Vincentian institution, St. John’s regularly publishes notifications of deaths concerning University employees, their families, and students in SJU@Today, as well as in the Announcements site on stjohns.edu. The procedure is as follows:
At the request or with the consent of an employee or an employee’s family, the University community, through the 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. Notifications will also be published for retired employees and emeriti employees. The following information should be provided:
- Name of deceased
- Relation to employee
- Name, address, and phone number of funeral home
- Date(s) and times 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. (Since home addresses are not published, include name of a University person who should receive cards to forward to family.) If services are private, or have already taken place, notices can be published about where to send expressions of sympathy.
Information regarding the death of a student should be forwarded to Campus Ministry (Queens campus, ext. 6255; Staten Island campus, ext. 4475). That office will forward the information to Fr. Griffin.
During the summer, Today@SJU is mailed on Mondays only. If a death notification is received after Monday, the University will override the Monday-only posting policy and include the In Memoriam notification the next day.
HubSpot is an inbound marketing software platform that can help the University—and individual programs— attract prospective students, collect leads, and drive them to apply.
The HubSpot platform offers a complete digital marketing “solution” including these features:
- a content management system (CMS) for creating/managing web pages, forms, e-mails, and blogs, etc.
- sophisticated e-mail automation that you can customize based on lead data
- a flexible customer relationship management system that collects and manages lead data for automated communications and tracking/reporting
- campaign management, analysis, and reporting tools that help track and monitor performance
The Office of Marketing and Communication offers this service to individual departments according to the guidelines below.
Preparing for HubSpot
Before contacting the Office of Marketing and Communications, please make sure you have the following:
Allocate a minimum budget of $5,000.
This helps our team to better understand your campaign’s audience, goals, and objectives, allowing us to offer the best Hubspot recommendations and use of advertising dollars.
A Dedicated HubSpot Staff Member in Your College/Department
You will need at least one person who is responsible for following up on ALL inquiries and leads.
Once these components are in place, please reach out to your Account Director to set up a launch meeting for a more detailed discussion.
On average, our production team needs four to six weeks to produce a HubSpot campaign once we receive the required information. Some projects may require more time, depending on their complexity. At times, a University project may take precedence, delaying a campaign.
Since HubSpot is labor intensive, clients will be limited to two campaigns per academic year. Please work with your Account Director to prioritize programs that are most in need of this service.
Results will be provided approximately one month after the campaign launches. Your office can then request results bi-weekly. It will take our office two-three days to pull those results.