Table of Contents
Maybe you're planning to produce a university publication; this information prepared by the Office of University Relations is designed to help you.
We want you to be successful, because accurate, appealing and consistent publications are a key to helping others understand and recognize the university, its identity, mission and programs. We encourage you to call us if you have any questions about this information.
We encourage you to read this entire document. However, to skip to a brief summary, please click here.
You are not in this alone. As a service to the university, our publications staff can guide your publication from the concept stage to the finished product. We offer layout, design, writing and photographic support. There is no charge to your department. You may also call on us to provide logos or other artwork to make it easier for you. In addition, if you’d like to speak with us individually or in groups about how to do certain things or “what the rules are,” please don’t hesitate to call on us.
Publications are any printed material (whether duplicated or run on a printing press) produced for distribution to any external audience. Some internal publications, however, also are publications when it comes to the review and approval process.
Some examples of publications include magazines, booklets/reports, bulletins/catalogs, newsletters, brochures/pamphlets (when page count is greater than one), posters and any items that use two or more colors (or full color) process in bulk orders (200+) including postcards, flyers and promotional giveaway items printed on paper products. Official publications also include undergraduate and graduate catalogs, housing and financial aid or other applications and seminar/workshop registration forms. Let us know if you have a question about whether a printed piece is an official publication. (Call 881-7615.) Campus signage does not fall under the category of “publications,” and questions about campus signage are answered at this link along with a list of building managers who can advise about posting procedures.
There are some state regulations and university policies we need to uphold regarding publications. Your publication must have a unique publication number, the UT Martin logo (see the clip art section to view the official logo) and the Equal Opportunity Employer statement. All of these are available through University Relations. Please don’t use Web clip art (the resolution is too low for printing) in your printed work, neither UT Martin photos nor logos or anything you find on other Web sites. Instead, please request a proper file from University Relations. Include information about what colors you will be using and what software program you’re working in when you request a logo so that we can send you the correct type of file.
First, you will obtain and submit a publication requisition form to University Relations. We will assign your job a unique publication number. This number is required by state law and also allows us, as a public university, to track publication costs. It must be different for every publication, including reprints, PDFs, and material you print in your office.
An initial conversation with the publications staff will help you set a realistic production schedule based on what you need and will help you clarify things like your goal for the item or the audience you are targeting. Then you have two choices: we can design your publication for you (saving you time and effort) or you can design the publication yourself.
We design your publication.
Many of our customers email a file or provide an electronic document that contains the text of their publication, thus allowing the publications staff to create the finished piece. This helps us avoid adding any typographical errors into copy that you have already written. Our staff designs the piece and, if necessary, works with you to secure appropriate photos. The university photographer can be scheduled by calling x7615. After you have approved the design and layout, our staff delivers it to Skyhawk Printing and Mail Services or an appropriate vendor for the final steps in the printing process. You receive the printed piece and the bill for the printing.
You design your publication.
If you opt to design the document yourself, you will need to send a copy of the job to the publications staff for review and approval along with the publications requisition form.
The publications staff will assign it a number, approve the publication and sign the publications form before the job can be duplicated or printed. Please note that we are not able to open or work with MS Publisher documents, so please print them out and send them to us or forward them electronically as PDFs.
The key to developing an effective publication in a timely manner is to contact University Relations first...and early!
To help you get started as you think about your publication, the basic steps include:
University Relations is directly responsible for certain university publications, including the recruiting publications used by the Office of Undergraduate Admissions, the Chancellor's Annual Report and the alumni magazine, Campus Scene. In these cases, we are responsible for accuracy and content.
For all other publications designed by publications staff, the area requesting and paying for the publication has responsibility for thoroughly proofing the piece. You will need to sign off on your publication, indicating that you have checked for accuracy, before it goes to duplicating or to press or is provided to you in PDF format. (An email message stating that the publication is ready for production will suffice in many circumstances.) If inaccuracies are discovered after printing, your department will be responsible for the reprinting costs.
Photo needs for publications should be discussed at the initial planning meeting for a particular piece. Photographs for university publications should be arranged through University Relations (call x7615 to schedule the university photographer), although other photos can be considered in cooperation with the publications staff. Certain restrictions apply to using photos supplied by departments or offices.
Photo releases are not always necessary, but releases are recommended in all instances except when a photograph is taken at a public event such as a concert, reception, meeting, etc. Pictures showing readily identifiable children or persons not associated with the university should also be cleared via individual releases, unless the pictures are used for news purposes.
Photo release forms are available through University Relations.
Skyhawk Printing and Mail Services operates under the Office of Information Technology Services and serves the entire campus. University Relations works closely with Skyhawk Printing and Mail Services for most on-campus duplicating jobs.
Skyhawk Printing and Mail Services produces materials in a timely manner. Turnaround, however, depends on the type of production needed and workflow in the department. Some publications can require more time to print, so again, plan early and coordinate your publication through University Relations.
Certain publications must be sent off campus for printing. Whether an off-campus printer is needed for a particular print job is determined and approved by University Relations. Off-campus printers generally require 10-14 working days to complete a job.
You may opt to produce a publication on your office’s/departmental multifunction device. In those instances, an approved PDF will be provided to the contact person for the job by the publications staff. Usually the PDF will be provided via email. You may then duplicate the work in your department or office. Please provide four copies of the publication to University Relations for the audit files. If a subsequent reprint is required, please contact University Relations for a new publication number. A new PDF will be provided to you.
University letterhead, envelopes and business cards are produced on campus and follow University of Tennessee guidelines for design and content. Questions about university letterhead, envelopes and business cards should be directed to Skyhawk Printing and Mail Services or University Relations. Letterhead, envelopes and business cards cannot be produced by outside vendors and must be ordered through Skyhawk Printing and Mail Services or submitted online from the Skyhawk Printing and Mail Services Web page and are for employees, departments and offices of UT Martin only. Exceptions to this policy must have chancellor or vice chancellor approval. Persons requesting business cards or other materials that use the emeritus title must present a copy of their letter from the chancellor granting the emeritus title before the business cards or materials can be produced.
Athletics letterhead, envelopes and business cards also must come through University Relations, follow a standard, approved format and adhere to the athletics style guide for use of athletics graphics.
Certain Web pages are considered official UT Martin "publications." The university's Website Committee, Webmaster and University Relations work closely to review pages that contain official UT Martin information.
The following are the university's Web page guidelines:
The effective and accurate use of graphics and approved logos is critical to appearance of university publications.
Here are some important points to remember:
The Skyhawk is the official athletics name and logo. "Captain Skyhawk" is the official athletics mascot. The Skyhawk name, logo and mascot are registered trademarks and use must be approved by the university. (Call x7615 for information.)
The name, logo and mascot consolidate the athletics program's image and improve the marketability of athletics merchandise. To protect the image, some important guidelines are in place.
Legend of the Skyhawk
In 1995 the UT Martin Skyhawks took flight for the first time as the old Pacer nickname was replaced by a new moniker for the next century of UT Martin athletics. The first athletic contest under the new nickname was a rousing success for UT Martin as the Skyhawks defeated Bethel College 97-7 in the first game of the 1995 football season.
While the Skyhawk nickname is relatively new, its origins can actually be traced back to the early 1900s and the predecessor of UT Martin, Hall-Moody Institute, founded in 1900. Athletic teams for the small Baptist teachers college were called Sky-Pilots, a 1920s slang reference to traveling Baptist preachers, the eventual career path taken by many Hall-Moody graduates at the time.
UT Martin’s nickname is a unique combination of history and nature, paying homage to the past accomplishments of the Sky-Pilots while representing the soaring, skilled attributes of the hawk, a native of the marshes and plains of West Tennessee. Meanwhile, the aviator-themed costume of the Skyhawk mascot represents UT Martin’s role as a training ground for aviators during World War II.
Skyhawks is the fourth nickname used by UT Martin teams in its history since the founding of Hall-Moody Institute. In 1927, the school became a junior college in the University of Tennessee System. Athletic teams were named the Junior Vols. In 1967, the college was renamed the University of Tennessee at Martin and, eventually, the nickname “Pacers” was selected to represent the “pacesetting” university.
In conjunction with UT Martin’s move to the Ohio Valley Conference and NCAA Division 1-A status, a campus committee spearheaded the search for a new nickname. With the aid of a Nashville public-relations firm and input from students, faculty, staff, alumni and fans, the UT Martin committee researched, selected and implemented a new, distinctive, strong, gender-neutral nickname, eventually replacing all references to Pacers with Skyhawks.
The UT Martin athletics graphic identity system consists of several major components:
There are several approved ways to present each of the major components. Please contact University Relations or Sports Information for the full set of marks, including one-color marks.
Skyhawk Head Logo
The Skyhawk head logo is the primary mark for identifying university athletics teams. The full Skyhawk logo defines the athletics program by name and should be used as the official signature for UT Martin athletics.
The athletics marks can each be used alone or in combination with one another. However, the Captain Skyhawk mascot caricature should never be combined with the Skyhawk head logo, although use with the wordmark and other athletics marks is permitted.
The approved athletics marks may not be manipulated or changed, with these stipulations:
There can be no manipulation of the Captain Skyhawk mascot caricature’s head. The mascot caricature’s helmet may change color, however.
Athletic marks may not be screened back or watermarked.
There can be no drop shadows, filters or other effects applied to the athletics marks.
The fonts may be used in either all caps or as a combination of upper and lowercase. All lowercase is not permitted.
The fonts may be displayed either vertically or at a 20 degree skew. No other skews are allowed. Do NOT use the italic version of the fonts to substitute for the skew.
The official colors for UT Martin athletics are the same as for UT Martin, PMS 151 orange (UT orange) and PMS 289 blue or their process equivalents. Please ask University Relations or Sports Information for information about colors. Black and white may also be incorporated into the marks. (Note: The Pantone Matching System for colors, used by printers, is different from colors used in the manufacture of apparel and merchandise. Contact University Relations if you have questions.)
In clothing, the Skyhawk Head Logo and the Captain Skyhawk mascot caricature may not appear any smaller than one and one-quarter inches, whether embroidered or screen printed.
Onscreen and in print, the Skyhawk head logo and the Captain Skyhawk mascot caricature may not appear smaller than one-half inch for a one-color mark or one inch for a three-color mark. The three-color mark is more complicated visually, so its minimum size is larger.
The name of the university for athletics use may be the University of Tennessee at Martin, UT Martin or UTM.
The university encourages use of the athletics symbols. Call University Relations (x7615) if you have questions about using these athletics symbols on either publications or merchandise. For information about the University of Tennessee licensing program, go to www.licensing.tennessee.edu. To become a licensed vendor for UT Martin merchandise, go to www.clc.com.
These are some style preferences that we suggest for publications and other written and scripted information:
Official Athletics Facility Names
All of us take great pride in attractive publications and Web pages. Thank you for working with us, and we look forward to working with you to reach your publications goals.
Here is a quick-reference checklist for producing UT Martin publications: