UNCW Administrative Policies and Procedures Manual

UR 1.20 - Dissemination of University News

Responsible Administrative Offices:
University Relations
UNCW-TV, Div. of Public Service and Continuing Studies

Effective: September 8, 2004
Supersedes: February 20, 2003

Purpose Scope Policy Procedure

Upcoming Event Form:
Online Form

Hometown News Release Form:
Adobe PDF Form
(Print a blank form; fill in by hand or typewriter.)

Revisions have been made to this policy to comply with the UNCW Visual Identity Program and Publications Guide, which was approved by the UNCW Cabinet in September 2002.Minor revisions have been made to change the name to @UNCW.
Revisions are not marked due to the numerous modifications made.

Purpose Explains university policies concerning the dissemination of university news. Scope Applies to all university departments and activities. Policy

The UNCW Visual Identity Program and Publications Guide, which was approved by the UNCW Cabinet in September 2002, is the official source for information concerning the dissemination of university news. The guide may be accessed on the World Wide Web at

http://www.uncw.edu/news/guidelines/intro.html

A brief summary concerning the dissemination of university news is provided below.

General Information

The University News Bureau, a component of the Office of University Relations, is responsible for releasing all university news for newspapers, magazines and broadcast media except sports and the Division for Public Service and Continuing Studies.

The assistant to the chancellor for university relations is the official university spokesperson. This individual provides the point of contact between media and other university resources.

University News Bureau Services

Services provided by the university news bureau include, but are not limited to, the following:

Media assistance.
News releases for print and broadcast.
Media marketing.
Publicity for upcoming university events.
Publicity for student information.
Assistance to students in promoting events.
Operation of speakers bureau of university faculty and staff who have volunteered as speakers to the public.

@UNCW

@UNCW is the Web site newsletter for the UNCW faculty and staff news. It replaces the Campus Communiqué, the official bulletin for all UNCW faculty and staff, which was published weekly until March 2004.

University departments and activities are encouraged to use @UNCW to disseminate university news. Departments may submit announcements for inclusion in @UNCW at no charge to the department or activity.

UNCW-TV

UNCW-TV, a component of the Division for Public Service and Continuing Studies, broadcasts locally on the educational access channel, The Learning Network of the Cape Fear. University departments may request that announcements and/or information about university events or university-sponsored events be broadcast on UNCW-TV. Departments may also submit suggestions of topics for possible broadcast production.

University Marquee

The university marquee is the only on-campus sign on College Road announcing events or activities that utilize university facilities; banners or other types of temporary signs are not permitted. University offices may post messages about campus activities and programs. External groups may display messages only for those events and activities that utilize campus facilities and are open to the general public.

Seahawk Spotlight

Seahawk Spotlight is an electronic publication published monthly by the Office of University Relations. It is sent via e-mail on the 15th of each month to all individuals (alumni, friends, parents, faculty and staff) with current e-mail addresses in ADS (Alumni Development System), maintained by the Office of Advancement Services. A Web-based version is also available at http://www.uncw.edu/alumni/seahawk_spotlight.

UNCW Magazine

UNCW Magazine is the official publication for alumni and friends of the University of North Carolina at Wilmington. Its mission is to provide informative articles about university people and programs, alumni achievements, alumni association activities and important issues as they affect members of the university’s constituency. It is published twice a year.

Mass E-mails

Mass e-mails are a quick way to communicate important, late breaking news to faculty and staff, students or alumni and friends.

UR 1.20 - Dissemination of University News

Procedure

Effective: February 20, 2003
Supersedes: November 23, 1999

1. University News Bureau Services

Information and instructions are provided in the UNCW Visual Identity Program and Publications Guide concerning the services provided by the university news bureau. However, for your quick review, brief instructions for publicizing an upcoming university event and for publicizing information about students are listed below:
a. Publicity for an Upcoming University Event

Complete the News Bureau's online upcoming event form at http://www.uncw.edu/news/publicizeevent.html at least three weeks prior to the event.
The news bureau will forward the information to @UNCW, the Seahawk, UNCW-TV and all Wilmington-area media. The news bureau will determine broader dissemination based on the nature of the news item.

b. Publicity for Information about Students

Complete the hometown news release form at http://www.uncw.edu/news/hometownrelease.html.
Forward the release form promptly to the university news bureau for dissemination to the media.
The news bureau will forward the information to hometown newspapers.

2. @UNCW

a. Departmental Announcements, etc. in @UNCW

Send items for inclusion in @UNCW via e-mail to uncweditor@uncw.edu or via campus mail to @UNCW, University Relations, Box 5993.

b. Inserts in @UNCW

Prepare a PDF of the separate page(s) to be linked to from the electronic version of @UNCW. Inserts must conform to university publications and technical standards published in the UNCW Visual Identity Program and Publications Guide.

E-mail the insert to the @UNCW editor uncweditor@uncw.edu in University Relations.

3. UNCW-TV

To request that UNCW-TV (a component of the Division for Public Service and Continuing Studies) broadcast announcements and/or information about university events or university-sponsored events, send announcements via e-mail to UNCW-TV at broadcast@uncw.edu.

Include the name of the event, time, date, place, the cost to attend the event, the contact person's phone number and other applicable information.
Do not use the backslash (\) in announcements.
Announcements may not exceed 32 characters across (including all spaces and punctuation) and 8 lines in length.

Departments may also submit suggestions of topics for possible broadcast production via e-mail.

4. University Marquee

All requests for posting to the university marquee are initiated by a Marquee Posting Request (http://www.uncw.edu/sp/admproc/Fac160.htm) which must be completed according to the preparation instructions and forwarded to the facilities use manager. For more information, please contact 962-3011.

5. Seahawk Spotlight

Submissions to the newsletter can be made by sending an e-mail to alumnews@uncw.edu by the 10th of the month.

6. UNCW Magazine

Story ideas and alumni news can be sent to alumnews@uncw.edu. For more information, please contact the editor at 962-4164.

7. Mass E-mails

For information on sending faculty and staff e-mails, contact the assistant to the chancellor for planning at 962-3520; student e-mails, the Division for Student Affairs at 962-3117; and alumni and friends, the Advancement Services Office at 962-3937.