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LU Policy Number: MK.005
Effective Date: 09/13/20
Approval Date: 09/13/20
Revised Date: N/A
Purpose: This defines the approval process for all communication from the University.
Additional Authority: N/A
Scope: Academics (COC, CGUS, Online); Enrollment/Admissions; Athletics; Advancement/Alumni/Development; Operations/HR/IT; Marketing; Student Affairs; Finance; On-Campus Clinics; Off-Campus Clinics; CCISE; Research; International; Diversity, Equality & Inclusion
Approval Authority: President
Responsible Authority: Marketing
Recipients: N/A
Publications: N/A
Definitions: N/A
Policy Title
Communication Policy
Policy Statement
All communications disseminated from Life University must be approved by the Vice President of the requesting Department to ensure Life University Marketing has accurate information approved by leadership for internal and external use.
Procedure(s)
Communications Flow
For all Life University (LIFE) communications* disseminated by the Marketing Department (MKTG) on behalf of any Department or Organization under the LIFE umbrella, the communication guidelines outlined below must be followed.
- Prior to sending any communication to MKTG that is to be disseminated to students, staff, faculty, prospective students, media, alumni, friends, etc., said communication must be approved and/or authorized by the requesting Department’s Vice President (VP).
- VPs must ensure that any communication that is sent to MKTG from a department or organization that they oversee is in congruence with any directives that may have come from the Office of the President.
- When communication is sent to MKTG from the requesting Department, the communication must be accompanied by a statement from the requestee that denotes the communication has either been authorized, approved or both from their VP, unless said requestee is the VP overseeing that Department or Organization. If the requestee copies their VP on the email of the communication to MKTG, that will suffice as approval. Failure to include a VP approval will delay delivery until such approval is provided.
- Editing for grammar and branding of all communication disseminated by MKTG on behalf of any LIFE Department or Organization is at the sole discretion of MKTG.
For non-standard LIFE communications disseminated by the Department itself (i.e., Athletic Department newsletters, Alumni Relations newsletters, etc.), the communication guidelines outlined below must be followed.
- MKTG must be allowed time to check for editing and branding errors prior to the release of those communications. Send communication drafts to MKTG a minimum of 24 hours prior to intended release if no graphics/images/logo are involved. If graphics/images are involved, those drafts must be sent to MKTG a minimum of 48 hours prior to the intended release. This provides time in case an image/graphic/logo needs to be modified or edited prior to being included in a communication.
- These communications also must be approved and/or authorized by the VP of the Department releasing the communication.
- When communication is sent to MKTG from the requesting Department, the communication must be accompanied by a statement from the requestee that denotes the communication has either been authorized, approved or both from their VP, unless said requestee is the VP overseeing that Department or Organization. If the requestee copies their VP on the email of the communication to MKTG, that will suffice as approval. Failure to include a VP approval will delay delivery until such approval is provided.
- MKTG will return communication with any edits denoted at a minimum of 1 hour before intended release.
*Life University Communications: A message, memo, announcement, etc., sometimes accompanied by images/graphics/logos, written intently for dissemination through Life University’s media outlets to a desired target audience.
Other Notes
N/A
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