Approval & Formatting

• All messages must be approved by the respective AVP before submission.
• Messages must use University-approved fonts.
• Messages without approved graphic design elements must include the Division or Portfolio Logo as the header.
• All campus-wide messages must be submitted at least 7 business days prior to the desired distribution date to:
  • Gabe Jackson, Assistant to the Vice Chancellor/Vice President, for review.

Review Process

• If revisions are required, the submitter must make all edits and resubmit the updated version.
• Once reviewed, Gabe Jackson will submit to AVP Kennedy for review. Once approved by AVP Kennedy, Gabe Jackson will submit to VP Dr. Kittle for final approval.
• After VP approval, Gabe Jackson will submit to UIT.
• UIT will send the final proof to both Gabe Jackson and the submitter for approval.
  
  • Both must approve before distribution.
• Errors discovered after distribution cannot be corrected.

Style & Compliance

• All messages must follow AP Style.
• All hyperlinks must be tested and working before submission.
• Messages submitted after the 7-day window may be delayed.

Event Communications

• Create a Communications Messaging Schedule for all signature events, especially recurring ones:
  • Juneteenth
  • Hispanic Heritage Day
  • Weeks of Welcome (WOW)
  • Family Weekend
  • Other annual DSA events
• For all messages with graphic design assets (e.g., banners), the DSA logo must be prominently displayed.
• For grammar/style support, use AP Style resources, Google, ChatGPT, or consult the Director of MarCom.

Workflow Summary

Sender → Director of Marketing and Communications → VPSA → VPUM → Director of Marketing and Communications/Sender → Distribution