A&A Intranet

In accordance with University policy, all publications in the College of Arts and Architecture must be reviewed by our University Editor (U.Ed.) representative (Amy Milgrub Marshall, at alm157@psu.edu) and assigned a tracking number. This information will guide you through the process and explain the legal statements and Penn State elements that are required on all publications.

What is a U.Ed. Number and what materials require it?

A U.Ed. Number (University Editor number) is a number assigned by the University editor representative to all promotional publications. Promotional publications are defined below. 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 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.

What is considered “promotional material”?

• 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 viewbooks
• Posters and flyers
• Newsletters, periodicals, and magazines
• Program and course outlines
• Handbooks and catalogs
• Calendars of events
• Class schedules
• Fundraising materials
• Programs and invitations for special or sponsored events
• Annual reports
• Maps
• Websites and all promotional material in electronic format

What are “non-promotional materials”? (These DO NOT require a U.Ed. Number)

• Standard University stationery (includes letterhead, envelopes, business cards)
• Student-produced publications
• Classroom/instructional material
• Forms
• Research papers
• Scholarly journals
• Internal memorandums

U.Ed. Guidelines for Websites Associated with the College of Arts and Architecture:

• All websites associated with the college must be reviewed by the U.Ed. representative before going online to ensure compliance with Penn State editorial style and web standards.
• A U.Ed. number is not required for websites, due to their dynamic nature, but they must adhere to Policy AD54: Web Page Design and Image and AD61: University Marketing and Communications. Contact the U.Ed. rep if you have questions about any policies.
• Required elements for websites include the Penn State mark in the footer of very webpage, linking to psu.edu; a standardized search element; site directories; and contact information for website manager/editor. More detailed information available in Policy AD54.

College of Arts and Architecture Communications Office Guidelines for Obtaining a U.Ed. Number

• Please alert the U.Ed. rep by phone (814-863-2104) or e-mail alm157@psu.edu early on 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.
• Submit publications in page proof format via e-mail as a PDF. For publications with significant text (i.e., newsletters), it may be helpful to have the U.Ed. representative review the text separately before the piece is designed, in order to minimize editorial changes that may affect the layout. In most cases, the U.Ed. representative will also need to review the page proofs before assigning a number, so please incorporate the review process into your timeline.
• The U.Ed. rep will return the edited proof to you via email, with U.Ed. number indicated. That number must be added to your publication along with the appropriate University statements and any other editorial revisions.
• You should keep your own extra copies of your publications on file, but you do not need to send one to the Communications Office unless requested.

Where and how should I use the Penn State mark?

• All Penn State College of Arts and Architecture promotional materials and websites must include the Penn State mark with college name. Please request the mark from Amy Milgrub Marshall. In your request, note how the mark will be used and whether you need the black, blue, or “reverse” (shield in blue, text in white) version, and vertical (stacked text) or horizontal (text extending from the shield to the right) orientation. Guidelines for using the mark are covered at the Visual Identity Standards website.
• The college mark should be clearly displayed in the primary visual field.
• The mark may not be altered or reconfigured.
• Individual unit marks or logos are generally not permitted. If you have a special circumstance where an individual word mark would be appropriate, please contact Amy Milgrub Marshall in advance of developing the mark.

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 University Editor or designated representative

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 nondiscrimination policy to the Affirmative Action Office, The Pennsylvania State University, 328 Boucke Building, University Park, PA 16802-5901; Email: aao@psu.edu; 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.

Penn State has branding guidelines and a “brand toolkit” to help designers/communicators across the University better tell their stories, promote their activities and recruit students. The College of Arts and Architecture incorporates elements from the Penn State brand toolkit—which is broad and includes a wide variety of visual elements and colors – into all of its designed materials. In the college’s marketing and communications office, WE ARE committed to making the best use of the University’s branding elements to highlight our programs in ways appropriate for a college of arts and design.

Penn State’s Visual Identity Standards

Penn State’s Official Brand Book and Toolkit

Submission requirements:

Please provide a short blurb (preferrably no more than a paragraph long) that includes the time, date, and place, along with a graphic that is at least 800px wide. If applicable, please also provide a link to your website that contains additional information.

To submit content to the Newsline, please email Amy Marshall at alm157@psu.edu by Tuesday, 5 p.m. EST for its regular Wednesday distribution.

To submit content to the Student Digest, please email Marissa Rojas at mjr28@psu.edu by Friday, noon EST for its regular distribution on the following Monday.

The Newsline is distributed weekly during the academic year, and every two weeks during the summer. The Student Digest is distributed weekly during the academic year.

Link to AARC

The Arts and Architecture Resource Collaborative (AARC) contains images intended for the news and editorial needs of the Penn State College of Arts and Architecture. News media may use any of the images in AARC for non-commercial communication, news, or editorial content, both print and electronic, related to Penn State. The images are not available for generic use unrelated to Penn State. None of the images may be modified, altered, or used in any way that changes or misrepresents the original content or overall context. Visit the website: aarc.arts.psu.edu. Photo/video documentation is determined by the director of visual assets and then prioritized and assigned to Mar/Com interns based upon the marketing and publicity strategies of the College. If you would like to request photo/video for consideration, please contact Stephanie Swindle Thomas at sns165@psu.edu.