Purpose
The purpose of this framework is to ensure that all University Services communications meet standards for quality, consistency, accessibility, and brand alignment. Consistent review and approval processes help maintain public trust, reduce organizational risk, and ensure messages reflect University Services’ strategic priorities and role in supporting the University’s mission.
Scope
This framework applies to all communications and marketing materials developed by University Services team members or by partners or vendors on behalf of University Services or its units and departments.
Review criteria and considerations
Our communications review will consider both the material being evaluated and the broader communications environment and context. Many reviews will consider:
- Quality, including adherence to editorial guidelines Usability and accessibility.
- Consistency with similar materials.
- Alignment with University Services and University brand.
- Alignment with other University Services and University messaging.
- Whether materials relate to potentially sensitive or high-visibility issues
Routing responsibility
Some departments have assigned marcom strategists or designees. If your department does not have an assigned marcom strategist, consider the marcom director/assistant director to be your strategist.
As needed based on the type of communication and level of review:
Tracking template
Use the University Services standard template for review and approval tracking.
Review levels
| Review level | Required reviewers | Typical turnaround time* |
|---|---|---|
| Level 1 |
| Determined by work unit/team |
| Level 2 |
| 2 business days |
| Level 3 |
| Up to 7 business days |
| Emergent |
| As soon as possible |
* Turnaround times are estimates and do not include content creation.
Communications by type
Digital – general
| Type | Audience | Examples | Review and Approval |
|---|---|---|---|
| Campaigns, advertising, or other paid media | Any | Awareness campaign, recruitment materials |
|
| Digital displays, videos, other graphics | Any | Fact sheets, brochures, postcards, table tents | Level 1 |
| Intranet | Nonpublic/login required | Any update | Level 1 |
| Reports, publications, data infographics | Any | Fact sheets, brochures, postcards, table tents | Level 1 |
| Social media post | Public | General awareness, event promotion, service updates | Level 1 |
| Website – update content | Public/no login | Minor website content updates or page edits | Level 1 |
| Website – add or reorganize | Public/no login | New website sections, major content revisions | Level 2 |
Digital – mass email/newsletters
| Type | Audience | Examples | Review and Approval |
|---|---|---|---|
| Routine – within department | Internal team members | Routine reminder emails, shared resource updates, event notices, work processes | Level 1 |
| Routine – within University Services | All University Services Team Members, or large subsets (e.g., all managers) | “Alice’s Update” newsletter, employee engagement campaign | Level 2 |
| Routine – University audience | Subsets of students, faculty, and/or staff | Students with a meal plan, students living at a residence hall, Facility Roles Program listservs | Level 1 |
| Routine – external audience | Students, families, vendors, community members | Bookstores opt–in marketing emails, Dining opt-in emails, Contract parking emails | Level 2 |
| Routine – Campuswide | All students, faculty, and/or staff | Semester transportation options, large service and policy updates | Level 3 |
| Nonroutine | Any | Service change, disruption, issue response | Level 3 |
Printed items/physical goods
| Type | Audience | Examples | Review and Approval |
|---|---|---|---|
| Branded products | Any | Giveaways/tabling items, apparel, uniforms | Level 1 |
| Print materials | Any | Fact sheets, brochures, postcards, table tents | Level 1 |
| Signage – external | Any | Any sign not located within a building | Level 2 + Sign Committee |
| Signage – internal | Any | Any sign located within a building, including those facing outward from an exit door | Level 1 |
| Vehicles | Any | Vehicle identification (wraps, bumper stickers) | Level 2 |
Other
| Type | Audience | Examples | Review and Approval |
|---|---|---|---|
| Conference presentations | Any | Presentations to be given at internal/external conferences or to groups outside of University Services such as campus transit system, Sustainability efforts, etc. | Level 1 + Additional levels needed based "Special circumstances" topics (next accordion). |
| Content contributions | Any | Providing quotes, data, or paragraphs for another unit’s newsletter or report. | Level 1 + Additional levels needed based "Special circumstances" topics (next accordion). |
| Strategy/ planning consultation | Any | “How can we reach X group with this message?” | Level 1 + Additional levels needed based "Special circumstances" topics (next accordion). |
Special circumstances
Any type of communication that involves:
| Type | Audience | Examples | Review and Approval |
|---|---|---|---|
| Consent for photography/videography by University Services Departments | Any | Photoshoots, video recordings, other media capture | View SOP: Photo and Video Releases |
| Multiple University Services departments and/or other University units and University-adjacent groups (Foundation, Alumni Association) | Any | Projects, initiatives, opportunities, etc. that involve multiple U Services departments or campus partners—e.g., classroom locks project, legislative materials, Homecoming parade, Office of Student Affairs messaging | Level 2 |
| News media releases or responses | Any | Response to media inquiries, proactive story pitching | Follow Media Relations Framework |
| Sensitive or high–profile topics | Any | Issues with potential for broad public interest, including media and/or legislators—e.g., health and safety, policy, equity, budget/funding | Level 3 |
| Significant partners, including the Board of Regents | Any | Non-routine/major communications with/about the Board of Regents, government agencies, municipalities, private companies, etc. | Level 3 |
| Emergent issues or crisis response | Any | Unscheduled communications relating to facilities, service, or public safety issues. | Emergent |
Process tips
History
Effective
January 2026