CSU Office of Internal Affairs and Events Management

Editing of University Publications
The OIAEM supports the mission of the University by assisting with the production of key publications which keep alumni, faculty, staff, and students of Chicago State University informed about the main events, developments and success of the University. The Associate Director of Communications is also responsible for ensuring that the University’s wordmark is used correctly as well as other graphic design elements. This responsibility includes publications in both print and electronic form that are institutional in nature and are distributed to external
and internal audiences. (Ten working days to four weeks required for editing.)

It is the policy of Chicago State University that the OIAEM, within the Division of Administrative Affairs, will have responsibility for the review and preliminary approval of all publications for internal and external distribution. This includes promotional materials and materials incorporating the name or symbols of the University in their design.

• Major publications – including university undergraduate and graduate catalogs, class schedules, alumni magazine, admissions recruitment materials, all university brochures, student handbooks, and all college publications.

• Department or administrative brochures – Internal Communications and the Office of Publications will work directly with representatives of each department or office to review these materials. Deans may also wish to be involved in the review to ensure that all publications from their unit reflect a consistent image.

• Flyers announcements, posters, calendars and other communication materials – Materials used to promote an event, activity, program or course of study to an off-campus constituency must be reviewed by the Office of Internal Communications prior to printing.

• All university stationary – including letterhead, envelopes, note cards, pocket folders and postcards. A standard look for all universitystationary is necessary and a required part of the visual identity program. University departments, offices and programs will be able to personalizestationary per the guidelines established as a part of the visual identity program. No exceptions to these guidelines will be allowed.

• All other printed material – distributed for off-campus consumption purchased under a university account code.

University Publications

Editorial review is necessary to ensure the University has a “family” look. It is NOT a review designed to impede the creative process or hinder the efforts of the document originator. If you require additional information or assistance, please contact the Office of Internal Communications in the Cook Administration Building, Room 208. Hours are 9 a.m. - 5 p.m.

Remember, all internal and external University publications MUST be approved by the OIAEM prior to print.

Felicia Horton
Associate Director of Internal Communications
Phone: (773) 821-4976
E-mail f-horton@csu.edu

1. Complete an Editing Service Request Form and attach to your document. (Each document requires a separate from.)

2. Obtain all appropriate signatures. Vice president, dean, assistant provost of DOSA and/or director (Athletics) must sign-off on this form before submitting for edits. No exceptions!

3. Secure the signature of the Facilities Manager where the event is to be held. This signature is required, no exceptions!

4. Return completed Editing Service Request Form to the OIAEM, the Cook Administration Building, Room 208. When your document has been edited, the Associate Director of Internal Communications will contact you for document review and pickup.

Editing Turnaround Time: Ten (10) pages or less = Ten (10) business days •Ten (10) pages or more = four weeks.

E-mail “Blasts”
Informational messages can be sent to students, faculty and staff via the University e-mail system. E-mail messages should be typed on your department’s letterhead and no longer than two-four paragraphs. Graphics, photographs or other attachments cannot be added to messages— they tie-up the University’s server. E-mail messages are distributed only ONCE during a one-week period.

1. Complete an Internal Communications Service Request Form. Check the consultation service box labeled “E-mail Blast” and providing the date you wish to have your message distributed. Messages MUST be received ten (10) business days prior to the event date. Messages sent to students take 48 hours and messages to administrators take 24 hours.

2. Obtain appropriate signatures. Vice president, dean, assistant provost (DOSA) and/or director (Athletics) must sign-off on this form before submitting for service. No exceptions!

3. Type Message on your department stationary in memo format. Attach memo format to the Internal Communications Service Request Form. Email the memo to the associate director at
f-horton@csu.edu.

4. Return the form to the OIAEM located in the Cook Administration Building, Room 208. You also may return it via fax: (773) 995-3994.

Chicago State University’s external marquee is located at the corner of 95th Street and King Drive. This two-sided marquee is used to advertise upcoming events that are open to the general public. To accommodate the numerous requests, one event will be showcased on each side of the marquee. Requests are honored on a first come, first served basis.

Note: The Office of Student Affairs maintains the University’s digital marquee located at the main entrance of the Cordell Reed Student Union. For usage information of this marquee please call (773) 995-2448.

1. Complete an Internal Communications Service Request Form. Check the consultation service box labeled “Marquee” and provide the date you wish to have your message posted. Request MUST be received ten (10) business days prior to the event date.

2. Obtain appropriate signatures. Vice president, dean, assistant provost (DOSA) and/or director (Athletics) must sign-off on this form before submitting for service. No exceptions!

3. Return completed request form to the OIAEM located in the Cook Administration Building, Room 208 or return via fax at (773) 995-3994.

If you require additional assistance, please call the department’s secretary at (773) 995-4488.

The new University WebCalendar is maintained by WebCalendar Managers. If you have an event that needs to be posted to the WebCalendar, contact the WebCalendar Manager within your division. For a listing of WebCalendar Managers in your area, visit the web site at www.csu.edu and click on “WebCalendar,” or contact the OIAEM at (773) 995-4488 or send an e-mail to i-affairs@csu.edu

1. Complete a WebCalendar Event Submission Form which includes contact name, number and other pertinent event information.

2. Obtain appropriate signatures. WebCalendar Manager, Vice president/dean must sign-off on this form before submitting for publicizing on the calendar. No exceptions!

3. The signature of the Facilities Manager where the event is to be held is also required. No exceptions!

4. Select the calendar for event publicity.

5. Return completed Web Calendar Event Submission Form to the Web Calendar Manager for your area.

View the WebCalendar at www.csu.edu/webcalendar.

Up-to-the-Minute is published every Monday and made available to students, faculty and staff via e-mail. The deadline for submission of events is Tuesday at 5 p.m. Events can run every week until the activity occurs (based on space availability). Up-to-the-Minute is not published during the summer and the Christmas Holiday season.

1. Complete an Internal Communications Service Request Form, which includes contact name, number and other pertinent event information. Check the service box labeled “Up to the Minute”.

2. Return request form to the OIAEM located in the Cook Administration Building, Room 208 or return via fax at (773) 995-3994. Requests MUST be received by 5p.m. every Tuesday.

If you require additional information or assistance, please contact the Associate Director of Internal Communications at (773) 821-4976 or via e-mail at f-horton@csu.edu.

Voicemail Messages ‘aka’ Voicemail Broadcasts can be sent to faculty and staff members only! Students do NOT have access to the University voicemail system. Voicemail messages cannot be read more than once a month. Messages should be written in conversational style and should include the wording that you expect to hear.

1. Complete an Internal Communications Service Request Form, which includes contact name, number and other pertinent event information. Check the service box labeled “Broadcast Voicemail”.

2. Attach your typed message to the service request form. Messages should be kept to a maximum of approximately 60 words or less and when read aloud should take no more than 30 seconds or less. Your message copy should include all information pertinent to the event including a brief description; time; date; location; admission charge (if any); and contact information.

3. Return request form to the OIAEM, located in the Cook Administration Building, Room 208 or return via fax at (773) 995-3994. Requests MUST be received ten (10) days prior to event date.

If you require additional information or assistance, please contact the Associate Director of Internal Communications at (773) 821-4976 or via e-mail at f-horton@csu.edu