Guide to Communications & Marketing Services

Introduction

The University Relations team works with faculty and staff to coordinate integrated marketing initiatives including campaign consultation and development, media relations, advertising, publications, design, electronic and web communications.

Please note that all marketing materials must be approved by University Relations to ensure consistency with USF identity and design standards and to help achieve strategic plan objectives. Once a project service request is approved, all materials will receive a project number.

If an outside vendor is used on a project, University Relations will act as the liaison between the department and the vendor. The services provided by University Relations staff are free. You will only pay for vendor fees incurred (printing, mailing, and other production costs).

How to Submit a Project Service Request

We ask the Leadership Team representative of each division/department to submit requested marketing initiatives several months prior to the beginning of each semester (see deadlines below).

Next, that department will submit a University Relations Project Service Request for each project. This will be followed by a project consultation meeting.

NOTE: Projects that are not included in the semester's initiatives can be entered directly into the Ad Hoc Project Service Request, however, those projects may receive lower priority than planned project initiatives.

This process enables us to help you plan and develop a unified marketing campaign. It also helps University Relations better schedule, prioritize, and coordinate the requests we receive for Marketing & Communications Services.

Marketing Initiatives are due on the following dates:

Fall - May 1st

Spring - September 1st

Summer - December 1st

Getting Started

• Allow enough time. Most projects need six to eight weeks from the time we receive any copy or files to delivery of the produced piece. Small projects may take less time, and major projects will take longer.

• Submit a University Relations Project Service Request to initiate your project. The project service request will assist you with defining your project goals, audience, timeline and budget. The request assists us in assigning your project to the appropriate people and helps keep the job on track while it's in progress.

• We will assign your project to a University Relations representative upon receipt of the project service request and will contact you for an initial consultation meeting within two working days. We require all materials, including copy, graphics, and interview sessions, to be provided to University Relations during the first week of the project.
  Please Note: We will begin work on your project upon receipt of these items.

• Following the initial meeting, we will set up a production schedule. This schedule will provide a list of dates indicating the expected progression of your project.

Once Your Project is in Progress

What We Do

• Meet with you as soon as possible after receiving your project request to discuss the concept, goals and audience for your publication(s) and to set up a production schedule.

• Edit and design the publication to best meet your needs, schedule and budget.

• Keep you informed of the progress on your project and request your approval at appropriate points.

• If applicable, work with vendors to ensure that project specifications are followed and that the schedule is maintained.

What You Do

• Allow enough time.

• Provide content and files or coordinate interviews during the first week of the project.

• Return the project on schedule when it is in your hands for proofreading and approvals.

• Carefully check the final copy and design before the project goes to production. Changes after that can be expensive and probably will delay the project.

• If the request is for photography, you will provide subjects and venues.

• If the request is for a web site, you will provide a web page editor to maintain page content and ensure its accuracy.

• Make appointments before coming to University Relations. This ensures that we have adequate time for everyone and saves your time, too.

After Your Project is Completed: A Few Tips

• Make note of areas for improvement as well as what worked well. This will be especially useful if this is a recurring marketing initiative.

• Prior to distribution to your external audience, please distribute your publication to the appropriate internal audiences. This will allow faculty and/or staff to become familiar with the piece and can help them field questions.

Need more info?

If you have questions or would like additional details, feel free to contact University Relations: 727-873-4256.

Project Types:
	Planned Initiatives Planned marketing initiatives receive schedule and budget priority. Note: planned initiatives are submitted through your division.
	Ad Hoc Project Requests Ad Hoc requests receive lower priority than planned initiatives.

Project Workflow - 6 Easy Steps:
	Step 1 - Submit Project Request Fill out the Marketing Project Service Request completely. Please note this is a request. Project acceptance will be determined by alignment with institutional strategic goals, budget considerations, staff availability and communications standards.
	Step 2 – Project Consultation and Budget Meeting A member of the University Relations team will contact you, to discuss the project further to help identify the optimal solutions or options for your communications needs. After the initial project consultation, a production schedule and project budget will be researched and developed. A cost estimate is assigned and chartfield for payment is due in step 6.
	Step 3 – Project Initiation and Production Schedule Within approximately 3-4 business days, a member of the University Relations team will indicate whether the project is approved and will explain the rationale for that decision (based on requested timeframe, other project priorities, etc). If the project is a go, the production schedule and project budget will be reviewed and approved by the requestor before proceeding.
	Step 4 – Design and Proof If project proceeds, University Relations will provide a design concept and up to 3 free proofs based on your budget. To ensure timely completion of the project, you will need to provide feedback and approval on the proofs in accordance with the previously agreed-upon production schedule.
	Step 5 - Production (Production times vary by project, we will provide an estimate.)
	Step 6 – Payment (if applicable - cost estimate is assigned in step 2)

Marketing Initiatives and Service Requests

If this is your first time submitting a Project Service Request, please read the Project Types; Project Workflow; and the Marketing Guide (tabs on this page).

Planned Marketing Initiatives

A planned marketing initiative is part of the overall USFSP marketing plan. Please use this form to provide your requests for marketing and/or communications services by the following dates. Initiatives submitted after these deadlines may receive lower budget and scheduling priority.

Initiative Submissions Deadlines	Semester in which the piece will be distributed
May 1st	Fall
September 1st	Spring
December 1st	Summer

Submit a Marketing Initiative Request

Project Service Request Form

If this is your first time submitting a Project Service Request, please read the Project Types; Project Workflow; and the Marketing Guide (tabs on this page).

Submit a Project Service Request