Approved by President
Effective Date: June 5, 2017
Responsible Division: Marketing and Communications
Responsible Office: Marketing and Communications
Responsible Officer: Vice President for Marketing and Communications
This policy describes a system for campus-based approval and numbering of publications of Middle Tennessee State University (MTSU or University), as required by T.C.A. §§ 12-7-106-108, and rules of the Higher Education Publications Committee. The cited authorities set forth criteria against which the appropriateness of each publication will be reviewed, require that descriptive information be maintained in a central location, and provide for affixing an identifying number to each covered publication.
Publications. Any printed matter that is produced for general distribution outside the campus.
III. Covered Publications
A. Examples of publications that require a publication number are:
1. Undergraduate and graduate catalogs;
2. Admissions materials and applications;
3. Housing applications;
4. Financial aid applications;
5. Magazines, brochures, posters, calendars, pamphlets, fliers, programs, etc., promoting the University, its academic programs,and/or athletic events;
6. Alumni and development solicitation materials;
7. Seminar and workshop registration forms and brochures;
8. Research project reports (if generally distributed);
9. Agricultural brochures, pamphlets, etc.;
10. Treasurer's reports and other outside financial reports;
11. Campus telephone directories;
12. Employee benefits booklets, posters, etc.;
13. Purchasing requests for bids;
14. Purchase order forms;
15. Employment applications;
16. Placement forms; and
17. Athletic ticket applications.
B. Other publications which must have a publication number, but usually are not produced for general public distribution:
1. Campus, college and department newsletters;
2. Faculty and student handbooks; and
3. Employee training manuals.
C. Certain printed materials, which are intended solely for internal use, may be excluded from the requirement that a publication number be affixed:
1. Work processing forms for internal use (i.e., work orders, requisitions, transfer vouchers, voucher authorizations, vehicle requests, personnel action forms, and similar documents);
2. Research project reports not generally distributed;
3. Research survey instruments, classroom test instruments, instructional material (even if sold at campus bookstore);
4. Personnel and fiscal policy manuals;
5. Grade reports;
6. Tickets for athletic and cultural events;
7. Student newspapers and yearbooks;
8. Meal tickets; and
9. Traffic citations.
IV. Campus Review of Publication Requests
The Vice President for Marketing and Communications shall designate a person or committee within the Division of Marketing and Communications to review and approve publications by the following criteria specified in the rules of the Higher Education Publications Committee:
A. All publications should be justified and be within funding abilities of the University or unit. Criteria for review of publications should include, but not be limited to, the most economical method for producing the publications consistent with the goals and projected audiences of the publications. Other criteria to be considered should include number of copies needed to meet the publication's goals and to reach its projected audience; type of paper to be selected; use of photographs and color; typography; method of printing; page size; and method of typesetting.
B. When considering requests for approval of new publications or when reviewing existing publications, the person or persons responsible for such review and approval should continually consider alternatives to existing or traditional methods of printing and distribution so as to achieve maximum economics while maintaining the integrity of the publications. The University should inform the person or persons responsible for review and approval of publications about available technical assistance for writing specifications for bids, when taking bids is appropriate, and when publications are being printed off campus. Consideration should be given to the most economical method of distributing publications.
C. All publications must comply with state and federal laws and regulations.
D. All publications should be produced on campus when economically feasible.
E. All publications approved for off-campus printing must comply with institutional purchasing procedures.
F. One-time approval of a periodic publication is permissible if subsequent issues conform substantially to the original approved design.
V. Recording of Information
A. Pertinent information on University publications must be recorded by the Office of Creative and Visual Services in the Division of Marketing and Communications, and must be maintained on a continuous basis for submitting to the Higher Education Publications Committee on call.
B. When such reports are requested, the President shall submit a letter certifying that each report listed in the report has been found justified under the University procedure.
C. The following information on each approved publication shall be determined and maintained by the Division of Marketing and Communications:
1. Name of publication;
2. Department producing publication;
3. Purpose and brief description of publication's contents;
4. Number of copies authorized to be printed;
5. General list of distribution;
6. Estimated cost of printing and distribution;
7. Name and address of private printer; and
8. Publication number assigned.
VI. Numbering of Publications
Each publication, whose approval is required under this policy, shall have a discrete identifying number assigned, which shall be affixed adjacent to the identification of the University.
VII. Private Printing
As described in Policy 631 Procurement and Contract Standards, all University printing jobs will be produced by University Printing Services, unless they are unable to produce the job. Any publication not printed at facilities operated by the state or the University shall include the printer's name, address, and the number of copies printed.
No automatic distribution of reports or publications shall be made, except as specified for public reports in T.C.A. Title 12, Chapter 6, unless so provided in other statutes or policies of the University, or requested by the recipient.
The Division of Marketing and Communications shall have written procedures for approving publications.
Last Reviewed: June 2017.
References: Policy 631 Procurement and Contract Standards; T.C.A. §§ 12-7-106-108.