• OCM is responsible for analyzing and pursuing potential avenues for CON-related advertising.
• OCM is also responsible for creating and updating advertisements (in both print and electronic formats) for multiple departments within the college (e.g., Academics and HR).
• Ads must accurately reflect current UI/CON design and content standards for brand consistency.
• To be considered, ad placements must be targeted, cost-effective and qualitative.

Process

• OCM staff will routinely communicate with faculty & staff (academics and HR personnel in particular) to ensure specific marketing needs are met.
• Contact OCM if you have a request for ad creation and/or placement.
• Requests to OCM should be submitted via a thorough, clearly articulated email (to formally document the request) as soon as details are finalized and approved by your supervisor (if applicable).
• OCM staff will review your ad request and contact you if additional information is needed.
• OCM will provide you and/or your supervisor with a proof of the ad and await formal approval (formal approval should be acknowledged via email to document authorization).

• Please allow at least four weeks for the creation of a new ad*

*if the ad already exists and only requires content and/or design changes, please allow at least 10 business days (as always, turnaround times may vary depending on workflow volume at the time of your request)

• UI email accounts should only be used for university or college of nursing business.
• Any email that is sent from your UI account should always be respectful, courteous, and professional.
• Responses from your UI account—particularly to group/listserv email—should be respectful, courteous, and professional at all times—even if you disagree with the subject matter.
• Email distribution via a CON listserv should be solely for college-related matters.
• Any CON listserv should only be used if absolutely necessary (persistently determine if the information contained in the email is indeed something that needs to be shared with ALL faculty, staff and/or students).
• Internal CON promotions distributed via listserv should be coordinated through OCM to avoid redundancy and eliminate duplicate emails from multiple sources.
• The “reply all” feature should not be used on any emails received from a listserv (responses should be directed specifically to the sender and/or additional recipients as necessary).
• UI emails are a matter of public record; as a general rule of thumb, don’t write anything that you wouldn’t feel comfortable reading on the front page of the Daily Iowan.
• For additional email policies, the College of Nursing will defer to UI’s IT Policy: http://cio.uiowa.edu/policy

5. Process

• Report inappropriate or offensive UI email usage to your supervisor.
• Email exchanges/responses can sometimes be misinterpreted; when in doubt, pick up the phone, or make an appointment for some face-to-face dialog.
• Contact OCM if you would like assistance in drafting an email for a CON or UI listserv.

• To ensure brand consistency, OCM is responsible for developing and distributing College of Nursing logos and templates (e.g., PowerPoint), unless otherwise specified by University Creative Services, University Communication and Marketing (UCM), UI Health Care Marketing and Communications, or the dean.
• Logos and templates created by OCM staff will retain a professional appearance and are developed in accordance with UI design standards.
• If the desired outcome cannot be achieved in-house, OCM will pursue external contract opportunities.  

Process

• Contact OCM if you have any graphics-related requests, including logo or template creation or revision.
• Requests to OCM should be submitted via a thorough, clearly articulated email (to formally document the request) as soon as details are finalized and approved by your supervisor (if applicable).
• OCM staff will review your graphics-related request and contact you if additional information is needed.
• OCM will provide you and/or your supervisor with a proof of the logo or template and await formal approval (formal approval should be acknowledged via email to document authorization).

• Please allow at least two weeks for the creation of a new logo or template*

*Please allow at least two weeks for the creation (design) of any new logo or template. This timeframe will likely increase if external vendors are required. If changes to an existing or previously used logo or template are required, please allow at least five business days (turnaround times may vary depending on workflow volume at the time of your request).

• OCM is responsible for coordinating external and internal CON communication, including arranging for and assisting with media coverage of college events and initiatives.
• OCM will serve as the primary media contact for inquiries from all outlets, including University Communication and Marketing (UCM; formerly UI News Services) as well as local and national media.
• OCM must sustain a collaborative and productive relationship with UCM and UI Health Care Media Relations.
• Any CON faculty, staff or student contacted for an interview or for a general media inquiry of any kind—by local (including UI), state or national media—should notify OCM as promptly as possible.
• OCM should also be notified about any CON faculty, staff or students contributing to media productions in any capacity (e.g., radio/TV interviews, webcasts, or written contributions of any kind).
• OCM staff should also be alerted to any upcoming CON news, initiatives and/or college-related events that could generate media interest/inquiries.
• When it comes to interactions with the media, when in doubt, please notify OCM (even if redundancy or irrelevancy is a concern).

Process

• Email or phone OCM regarding any recent or impending interactions with the media (e.g., if you were contacted by the media to contribute to features of any kind, no matter how big or small your role may have been.)
• Email or phone OCM, particularly if you are informed that your interaction/involvement with the media will be published or broadcast.
• Email or phone OCM if you have news, events or initiatives that you would like the media to be aware of and potentially cover (also see policy & procedure for “Press Releases”). OCM staff has direct media contact info to expedite the request and increase the probability of coverage.

• OCM is responsible for maintaining a list of current, high-quality, professional photographers and videographers available for contract work.
• OCM is responsible for coordinating photography and videography coverage of CON events and initiatives.
• OCM is responsible for continuously building and maintaining the college’s photo archives and video library.
• A consent form must be signed prior to photographing or videoing any College of Nursing students.
• Any faculty or staff members who do not wish to be featured in any college-related photography or video footage should notify OCM.

Process

• Contact OCM if you have a request for photographer/videographer coverage.
• Requests to OCM should be submitted via a thorough, clearly articulated email (to formally document the request) as soon as details are finalized and approved by your supervisor (if applicable).
• If photography/videography will involve CON students, please contact OCM in advance to obtain copies of our Photography Consent Form.
• Upon receipt of your formal request, OCM will begin contacting preferred vendors to determine availability and solidify services.
• To book a photographer or videographer, please contact OCM at least four weeks in advance of your event.*

*photographer/videographer availability fluctuates throughout the year; the sooner the request can be sent to OCM the better

• A formal CON press release can be created to help promote college-related news, events, and initiatives.
• Once created, CON press releases should be distributed to UCM, UI Health Care Media Relations, local and national media outlets (when applicable) as well as to other key audiences as necessary (e.g., Alumni or State Legislature).
• OCM is responsible for the creation and distribution of all press releases.
• The primary means of PR distribution will be electronic (via Web, email, social media, etc.).
• For grammatical composition, all College of Nursing press releases will follow The Associated Press (AP) Stylebook.
• In the event that a style issue is not addressed by the Associated Press, OCM will adhere to the “Unique University of Iowa Style” guide.
• In the event that a style issue is not addressed by the Unique University of Iowa Style guide, OCM will adhere to a proprietary College of Nursing style guide (currently under development).

Process

• Contact OCM if you have news, events or initiatives for which you would like to have a press release created.
• A detailed, clearly articulated request should be emailed to OCM as soon as content details are finalized (to formally document the request).
• OCM staff will review your request and contact you if additional information is needed.
• To create a press release, please allow at least five business days.*

*turnaround times may vary depending on workflow volume at the time of your request

• OCM is responsible for researching and pursuing potential CON-related promotional items (banners, pens, flash drives, note pads, etc.).
• To ensure brand consistency, design features and/or content for any promotional item (print or electronic), must be provided by OCM (unless otherwise specified by UI Communication & Marketing, UI Health Care Media Relations, or the dean).
• To ensure bulk and/or university discount pricing is utilized, OCM is responsible for placing orders for CON promotional items.
• Only official College of Nursing, OCM-approved logos can be used (these logos are accessible on the college’s shared drive in the “Identity” folder).
• Additional design considerations will follow graphic standards provided under the University of Iowa’s Brand Manual.
• For grammatical composition, any CON promotional item will follow The Associated Press (AP) Stylebook (also see “Press Releases”).
• In the event that a style issue is not addressed by the Associated Press, OCM will adhere to the “Unique University of Iowa Style” guide.

Process

• OCM staff will routinely communicate with CON faculty & staff (e.g., Student Services) to ensure promotional needs are being met.
• Contact OCM if you have a request for ordering a promotional item.
• Requests to OCM should be submitted via a thorough, clearly articulated email (to formally document the request) as soon as details are finalized and approved by your supervisor (if applicable).
• OCM staff will review your request and contact you if additional information is required.
• OCM will provide you and/or your supervisor with a proof of the promotional item and await formal approval (formal approval should be acknowledged via email to document authorization).
• Please allow at least three weeks for the creation (design and content) of any new promotional item*

*if only content and/or design changes to an existing or previously ordered promotional item are needed, please allow at least 10 business days (as always, turnaround times may vary depending on workflow volume at the time of your request)

• Once the design and/or content have been approved, please allow at least 10 business days to receive your promotional item from the vendor.

*turnaround times may vary depending on the vendor’s volume of business at the time of your request

Traditional Signage

• Only signs/flyers/posters directly pertaining to UI, the College of Nursing, health care, other health science colleges, or the nursing profession in general should be posted on the college’s bulletin boards and dedicated  CNB signage areas (unless otherwise approved by the dean).
• Only clearly articulated signs/flyers/posters that have a professional appearance should be posted (OCM can assist with the creation of CNB flyers; see Traditional Signage “Process”).
• Any signage that does not meet the above criteria may be removed at any time.

Process for Traditional Signage

• Contact Jill Hartz or Bill Donahue in F&O to inform staff of your intent to post signage.
• F&O staff will discuss availability and potential placement considerations within CNB.
• Contact OCM if you would like assistance in creating a flyer for display in the College of Nursing Building.
• Requests to OCM should be submitted via a thorough, clearly articulated email (to formally document the request).
• OCM staff will review your request and contact you if additional information is needed.
• OCM will provide you and/or your supervisor with a proof of signage and await formal approval (formal approval should be acknowledged via email to document authorization).
• Please allow at least five business days for the creation of any new flyers*

*turnaround times may vary depending on workflow volume at the time of your request; if printing needs cannot be met in-house, please allow an additional nine business days to receive your order from UI Printing Services

Digital Signage

• Only information (text, photography and videos) pertaining to UI, the College of Nursing, health care, other health science colleges, or the nursing profession in general should be displayed on the college’s digital signage system: AxisTV (unless otherwise approved by the dean).
• AxisTV digital signage should be used to share information and to promote programs and initiatives involving the university and the College of Nursing.
• OCM is responsible for editing and posting content on AxisTV (OCM can also assist with creating content; see Digital Signage “Process”).
• For the complete CON Digital Signage Policy, including content guidelines, recommended text formats, processes (including requests for posting information) as well as the types of graphics and audiovisual files compatible with AxisTV click here

Process for Digital Signage

• OCM staff will routinely communicate with CON faculty and staff (e.g., Research) to ensure digital signage needs are being met.
• In terms of system compatibility, PowerPoint should be used to create content for display in AxisTV.
• Only official College of Nursing, OCM-approved PowerPoint templates should be used (these templates are accessible on the college’s shared drive in the “Identity” folder).
• Once the design is finalized, the PowerPoint slide should be saved as a JPG (this will alleviate load time on the server).
• Email the JPG to OCM for placement into AxisTV.
• Contact OCM if you need assistance with creating a slide for AxisTV.
• Requests to OCM should be submitted via a thorough, clearly articulated email (to formally document the request) as soon as details for the slide are finalized.
• OCM staff will review your request and contact you if additional information is required.
• Please allow at least three business days for the creation (design and content) of any new slide*

*if only content and/or design changes to an existing or previously used slide are needed, less time may be needed (as always, turnaround times may vary depending on workflow volume at the time of your request)

• Only content directly pertaining to UI, the College of Nursing, health care, other health science colleges, or the nursing profession in general should be posted on the college’s social media accounts (unless otherwise approved by the dean).
• Only timely, relevant content that encourages two-way communication and open dialog should be considered.
• Response rates (e.g., number of “likes” or volume of comments) on a post should be constantly evaluated to determine what content is useful and of interest and value to those individuals following college’s social media accounts (and should thus dictate the type of information that should be routinely posted).
• New content (including articles, photography and videos) should be posted daily
• Social media users are welcome to comment (like or dislike; agree or disagree) on any content posted on the college’s accounts. The intent behind the content posted is to create an intelligent dialog among audience members & followers; however, comments will be monitored and should always be respectful, courteous, and professional. Comments deemed offensive by CON administrators will be removed immediately and the individual(s) responsible for posting the offensive commentary may be blocked from future CON social media interactions.
• The College of Nursing and its Office of Communications & Marketing is not responsible for the creation or maintenance of unofficial yet CON-related social media accounts.

Process

• For initial notification, email or phone OCM if you have content that you would like posted on CON’s social media accounts.
• A detailed, clearly articulated request should be emailed to OCM as soon as content details are finalized.
• OCM staff will review your request and contact you if additional information is needed.
• Please allow at least two hours for content (including photography and videos) to be posted.*

*if content already exists; if new content needs to be created, please allow at least three business days (turnaround times may vary depending on workflow volume at the time of your request)

• Only College of Nursing-related information (text, photography and videos) should be displayed on the college’s website (unless otherwise approved by the dean).
• The Office of Communications & Marketing (OCM) is responsible for working within the content management system (Drupal) to create/edit/post content on the college’s website.
• Technical issues or requests for architectural changes should be directed to CON IT or the college webmaster.
• Content changes should be requested through OCM.
• Content cannot be posted without permission from the owner (when applicable).

• Additional Web policies, including ADA compliance, can be found under UI’s IT Policy: http://cio.uiowa.edu/policy

Process

• To revise, add or remove content from the Web (text, photography, or videos), please contact OCM or the college webmaster.
• Smaller, department-specific content changes can be submitted accordingly:

• For Academic Programs, Apply Now, Prospective Students, and Current Students – Jan Zinkula or Lin Pierce               
• For Research – Linda Liu Hand or Linda Curran
• For Alumni & Friends and Diversity – Leslie Gannon or Jill Hartz
• For Hartford Center – Jane Russell   
• For CNC, including NIC/NOC – Sharon Sweeney

• For more comprehensive revisions/additions, a detailed, clearly articulated request should be emailed to OCM as soon as the specifics of the request have been finalized.
• OCM and/or IT will review your request; determine the feasibility; and contact you if additional information is needed or once the change has been completed.

*staff will be unable to honor any requests that affect the architecture or design of the CON website

• For content changes (including photography and videos), please allow at least two days for updates to be implemented; for architectural changes, please allow at least two weeks.*

*turnaround times may vary depending on workflow volume at the time of your request