Guidelines for creating flyers and other promotional materials
If you are creating a flyer or other promotional material, there are some things you need to include:
- Penn State College of Education mark. To get the graphic, click here and then click on the link to the College of Education. You will need to log in to Box using your Penn State access account information.
- Legal statements: ADA alternative-format statement; statement of nondiscrimination; and sometimes ADA accommodation statement. These can be found here.
- U.Ed. Number. You get this by sending your flyer or other promotional material to Annemarie Mountz at firstname.lastname@example.org so she can make sure it meets University policy (including the above bullets), and quality standards. Once it does, she will assign a unique U.Ed. number, which you need to incorporate into the flyer or other promotional material.
- QUESTIONS? Contact Annemarie Mountz at email@example.com.
More detailed information about the above bullets can be found below.
Some Commonly Asked Questions and Guidelines:
This page includes guidelines and policies related to a number of publications that are printed both within and independent of the College Relations Office in Penn State's College of Education. Those in the College creating printed promotional material can find information concerning U.Ed. numbers and Penn State style guidelines below.
**NOTE: This information pertains only to printed promotional materials as listed below. Classroom instructional materials, scholarly journals, research papers, internal memoranda, and forms do not need U.Ed. numbers.
What is a U.Ed. Number and what materials require it?
Publications and printed marketing materials that need U.Ed. numbers (and the requisite reviews and approvals explained below) include:
- annual reports
- recruitment materials
- schedules of events
- view books
U.Ed. numbers, established under the former University Editor Representative System, are used to denote publications and marketing materials that have been properly reviewed, written, designed and prepared, and approved for use by a member of the Marketing Communicators (MarCom) Network. The MarCom Network is established as an area of responsibility under the Office of Strategic Communications in line with Policy AD61 — University Marketing and Communications. MarCom representatives are appointed by their chancellors, deans or senior administrators to ensure that marketing planning and practices are carried out in line with University policy and established guidelines. Annemarie Mountz is the MarCom rep for the College of Education. Contact her with any questions, and to have your printed materials reviewed and assigned a U.Ed. number.
The U.Ed. Number serves several purposes:
- To indicate that the publication has been reviewed and meets University publication standards. These standards can be found in the University Editorial Style Manual.
- To create a record of the promotional materials produced by certain departments within the University, along with the expense and purpose of these publications.
- To identify the unit that produced the publication.
- Any publications used for recruitment purposes, or included along with other recruitment materials, including publications directed to undergraduate, graduate, and continuing and distance education audiences.
- General information pieces and view books
- Posters and flyers
- Newsletters, periodicals, and magazines
- Handbooks and catalogs
- Calendars of events (printed for distribution)
- Fundraising materials
- Programs and invitations for special or sponsored events
- Annual reports
What is considered "promotional material"?
What are "non-promotional materials"?
(These DO NOT require a U.Ed. Number)
- Student-produced publications for student organizations
- Classroom/instructional material
- Research papers
- Scholarly journals
- Internal memoranda
- Please alert the MarCom Rep, Annemarie Mountz by e-mail to firstname.lastname@example.org when you are in the planning stages of the document, so it can be planned in the schedule accordingly. Please allow 2-3 days for review of any publications greater than five pages. Significantly longer publications, such as newsletters, may require a week. Please incorporate the review process into your timeline.
- The edited proof and an assigned U.Ed. Number will be returned to you. If subsequent proofs are necessary, you will be notified.
- Make sure the U.Ed. Number is added to the document along with the appropriate University statements and any other editorial revisions.
Guidelines for Obtaining a U.Ed. Number
Where and how should I use the Penn State mark?
Penn State policy AD61, University Publications and Identity Program, states the following concerning the use of the Penn State Mark:
- Individual unit logos generally are not permitted. Exceptions and special needs for unit identities will be handled through the Office of the Vice President for Strategic Communications.
- No logos, word marks, or identity symbols incorporating the name of the unit or University may be developed without prior approval from the Office of the Vice President for Strategic Communications.
Information about the University’s institutional graphic identity system, and guidelines for using the University Mark, can be found at http://visualidentity.psu.edu/ online. Guidelines for using the Intercollegiate Athletics logo and other symbols is available here.
Which statements should appear in my publications?
There are three main statements that should appear in Penn State promotional material. They are listed below with the official University policy concerning their use.
1. The following is the ADA alternative-format statement. It must appear in ALL publications (except formal invitations) in easy-to-read type, directly above the statement of nondiscrimination.
This publication is available in alternative media on request.
2. The following is the ADA accommodation statement. It must be printed in any publication that describes a specific program or special event (except formal invitations). It should be included in the section describing how to register for the program and how to locate further information. A contact person's name and telephone number should be provided in the statement where indicated.
Penn State encourages qualified persons with disabilities to participate in its programs and activities. If you anticipate needing any type of accommodation or have questions about the physical access provided, please contact _______________ in advance of your participation or visit.
3. The following is the statement of nondiscrimination (affirmative action statement). All university publications (except formal invitations) must carry a form of this statement. In general, the complete text of the statement should always be used. The shortened version may be used in the case of postcards and flyers where space is limited. Other exceptions to the use of the complete text are to be made by the MarCom Rep.
The long version:
Statement of Nondiscrimination
The University is committed to equal access to programs, facilities, admission and employment for all persons. It is the policy of the University to maintain an environment free of harassment and free of discrimination against any person because of age, race, color, ancestry, national origin, religion, creed, service in the uniformed services (as defined in state and federal law), veteran status, sex, sexual orientation, marital or family status, pregnancy, pregnancy-related conditions, physical or mental disability, gender, perceived gender, gender identity, genetic information or political ideas. Discriminatory conduct and harassment, as well as sexual misconduct and relationship violence, violates the dignity of individuals, impedes the realization of the University’s educational mission, and will not be tolerated. Direct all inquiries regarding the nondiscrimination policy to Dr. Kenneth Lehrman III, Vice Provost for Affirmative Action, Affirmative Action Office, The Pennsylvania State University, 328 Boucke Building, University Park, PA 16802-5901, Email: email@example.com, Tel (814) 863-0471.
The shortened version:
Penn State is an equal opportunity, affirmative action employer, and is committed to providing employment opportunities to all qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.