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Owensboro Community and Technical College marketing
and public relations programs should reflect favorably on the College.
By establishing and maintaining a high standard of quality in every
aspect, we enhance the identity of OCTC, its programs, promote our
strategic initiatives, and encourage support and advocacy from the
entire community.
The Public Relations Office serves to advance the
mission, programs, and students of Owensboro Community and Technical
College by disseminating timely news and information to our internal and
external constituents.
The office also provides photographic, publication,
and consultative services which assist the divisions, offices, and
organizations of OCTC to fulfill their goals and to serve students,
faculty, and staff.
Procedures for Advertising
Please know that the KCTCS system office has definitive policies on
PR/Marketing which impact what we must do in marketing at our college. Some of the
system requirements from KCTCS include: College-based advertising
should include a reference to the system to maximize the efficiency of
the statewide message. The KCTCS logo should be used in print and
television ads, billboards, CD’s, web sites and any other electronic or
static visual formats, when space permits. Radio ads should use the
phrases “An institution of the Kentucky Community and Technical College
System,” “A KCTCS institution,” or something similar. If there may be an
exception to this guideline, please seek the permission of the director
of public relations before proceeding.
The purchase of advertising is one of the key tools
available to OCTC to deliver our messages to target audiences. In fact,
it may be the purest, least-filtered form of communication.
As with all communications, OCTC advertising should
adhere to the highest standards of quality. Copy should be kept simple
and direct. Artwork should be creative and should clearly communicate
the message. See the PR office for assistance in preparation and
submission of advertising. The HR office coordinates all ads for
employment opportunities.
Advertising for the College (i.e. fall, spring,
summer registrations) are planned, coordinated, and approved by the
Public Relations Office. Advertisements for faculty and staff vacancies
are coordinated through Human Resources.
Additional advertising if requested by a department
(i.e. high school newspapers, community and economic development
classes, special programs, etc.) should all be coordinated through the
Public Relations Office. The costs of the advertisements may be billed
back to departments/divisions. Please allow time for approval and
publication deadlines. No expenditures for advertising are to be made
except by prior authorization from Public Relations or Human Resources
regardless of the source of funding.
When selling advertising or utilizing promotional
“trades”, check with the college business office or the office of
institutional advancement about any requirements for reporting revenue
or “gifts”, including gifts-in-kind.
Other PR Policies & Procedures
Business cards are printed, by a state approved vendor, and will be
ordered in quantities by the PR office once a year. Employees should
obtain prior approval from the supervisor/division chair, as the cost
will be billed back to the departments. Employees should include the
following with their request:
-
Name
-
Job Title
-
Department
-
Email Address
-
Telephone Number
-
Fax Number
A Desktop publishing service is available for
office or department brochures, programs, and other publishing needs.
Many items may be printed in-house at a nominal cost for materials.
Information for a desktop publishing project should be submitted with
COMPLETE data. Please contact the Director of Public Relations to
discuss publishing projects, including format, print quantities, desired
delivery date, and creative ideas to enhance the project.
Flyers and other signs should be typed and designed
for easy reading. Employees should not post handwritten posters. The
Public Relations Office can assist in the design of your posters. A
two-week notice is requested. Please do not post signs on any painted
surface. Please use clear tape or poster putty when posting on windows
and metal doors.
The President’s Newsletter is a quarterly
publication which includes information on campus activities, events, and
general “FYI” items. Please submit items to help us with communication
across all three campuses.
Marquee-signboards at the entrances on the main
campus, are available on a limited basis to publicize an event. Contact
the Public Relations Office to have an event posted on the College
marquee.
Media requests for information should be channeled
through the Public Relations Office or by completing the News Release
Form. This procedure permits a consistency of presentation according to
required public relations and media practices.
If the media contacts an employee, the employee
should notify the Public Relations Director. Please refer all media
inquiries to the PR office. If the PR office is contacted about a
specific program for information, you will be notified prior to a
contact from the press. This allows you time to gather your thoughts
prior to speaking with the media.
Outside printing services are available only
through printing companies with a state-contract. All printing must
have prior approval by the President of the college.
Photography is taken on a
fairly regular basis using a digital color camera. Requests for the
Public Relations Office and/or the news media to photograph an event can
be made by contacting the Public Relations Office by phone or email.
You may also “sign out” the college camera to utilize for an event.
Promotional items may be
purchased with public money for distribution as long as the items are
used for public purposes, with prior approval from the President’s
office or PR. Examples of such items include, but are not limited to:
clothing, pens, pencils, cups, mugs, refrigerator magnets, briefcases
and notebooks. All items must have prior approval to ensure that logo
specifications and color guidelines are met. Public purposes include,
but are not limited to, recruitment or retention of students; promotion
of the college image; promotion of a development campaign designed to
fund OCTC activities.
OCTC may not spend public money on promotional items for private
purposes, such as the personal benefit of employees or to finance
scholarships given by private organizations. Specific questions on
appropriate use of public money for promotional items may be directed to
the OCTC business office.
Stationery is ordered through the
Office of Public Relations and printed by a vendor under a state
contract. All of the following guidelines must be followed:
Any preprinted stationery used for external audiences must be
produced at an output resolution no fewer than 1,200 dots per inch.
White is the preferred color. Blank second sheets of an appropriate
weight and color may be ordered with letterhead. Certain specifications
exist for the OCTC logo used on stationery. The KCTCS logo must also be
printed in the designated PMS colors.
News releases are faxed or emailed on a regular
basis to area newspapers, radio stations, television stations, KCTCS,
and other appropriate news outlets. Information for upcoming events
should be submitted whenever possible at least two weeks prior to the
date the event will be held. The Public Relations Office submits news
releases about upcoming or past events and special interest articles
with specific publication dates to area newspapers. However, each
newspaper reserves the right to publish or not publish these releases.
The Public Relations Office obtains information for
news releases in two ways:
- Submits basic information using the News Release Form. (see
attachment 1.)
- Writes a proposed news release. The Public Relations Office
will edit for style and length. Remember to include WHO, WHAT,
WHEN, WHY, HOW MANY, HOW MUCH.
At the end of the release the following is
requested by KCTCS:
Owensboro Community
and Technical College is one of the KCTCS community and technical
college districts that form a seamless system of 62 campuses open or
under construction. KCTCS colleges change lives by providing accessible
and affordable education and training through academic and technical
associate degrees; diploma and certificate programs in occupational
fields; pre-baccalaureate education; adult, continuing and developmental
education; customized training for business and industry; and distance
learning. For more information, visit
www.kctcs.edu.
News
release/media contacts
News releases are designed to capture the
attention of the media. Subsequently, media representatives investigate
the story and cover it in their particular media. Positive publicity is
like free advertising.
When issuing news
releases, consider the scope and relevance to the region/state and
utilize the following media: newspapers, television, radio, magazines,
trade publications and newsletters.
For example, when sending
news releases about an outstanding student from McLean County, both
McLean and Owensboro media should receive the story. If the story
affects the entire state, it will be sent not only to the hometown
media, but also to major state markets (i.e. Lexington, Louisville,
Northern Kentucky, etc.)
When to issue a news release depends upon the story. If you are writing
a news release about something that has already occurred, send the news
release as soon as possible following the event. Old news rarely makes
it into media outlets.
OCTC & KCTCS icons – logos and seal
OCTC’s logo and is seen in attachments 4,
5, 6, &
9. Icons
representing KCTCS: system logo, college and campus logos, and system
seal. Samples are seen in attachments 7 &
8. No other icons are approved
for use by KCTCS, its colleges, its employees and students without
consent of the KCTCS public relations office.
Web Pages
The main OCTC web pages are designed by the OCTC
Webmaster, the Web Committee Workgroup and the Public Relations
Director. A complete set of guidelines will be available soon.
Navigation
All web pages should include a link to the KCTCS home page –
www.kctcs.edu, and a link to take the visitor back to the OCTC home
page. Also, all local sites should refer to the college as Owensboro
Community & Technical College, on the opening page before reverting to
the abbreviated OCTC. The KCTCS logo should also be included on a page
to identify the institution as being part of the system.
KCTCS logos and images
The Style Guide for using KCTCS images in printed
documents applies to web pages. Web pages should use the KCTCS logo –
rather than the seal – unless the reference is to a specific academic
function.
Naming
All sites should include the letters KCTCS, and use
the .edu domain.
Use of images and multimedia
At this time, standard web design practice is to
use the JPEG format for photographs or images with many colors and use
the GIF format for non-photographs or images with few colors. Sometimes
an image can be saved as a smaller file in one format over the other.
This depends on the image content and how it can be manipulated for good
quality at a small file size (quick download).
Do not use graphics in place of text (such as
content headers). Screen readers, Braille devices and other assistive
technologies cannot "read" what a graphic says. Using text makes the
page content flow better when read by such software or hardware. Also,
search engines rely upon the text in cataloging a web page.
Limit use of multimedia and graphics on a web page,
or warn the user that the next page may download slowly. Studies show
that most people will wait around 10 seconds for a web page to download.
If you use a sound or video file on a page, try to include a text
version of what is said or encode the clip for accessibility purposes.
Questions
Local web questions should be directed to
David.Bigger@kctcs.edu,
Webmaster.
Non-Discrimination Statements
OCTC and KCTCS have four basic non-discrimination
statements for stationery, publications, advertisements and web sites
that are viewed externally:
1. This is the short version of the
non-discrimination statement. It should be used on stationery and
one-sheet publications – fliers, brochures, leaflets, etc. It also
could be used in display advertising or in radio and television
commercials.
- OCTC and KCTCS are equal
opportunity educational institutions.
2. This is the version of the non-discrimination
statement that should be used in publications that are distributed
externally and are larger than one page. This includes booklets,
application forms, etc.
- OCTC and KCTCS do not
discriminate based on race, color, religion, national origin, sex,
disability, or age in its programs and activities. The following person
has been designated to handle inquiries regarding non-discrimination
policies:
Lorna Hollowell, Director of Cultural Diversity
4800 New Hartford Road, Owensboro, KY 42303
270-686-3784
lorna.hollowell@kctcs.edu
3. This
version of the non-discrimination statement is written specifically for
Human Resources to be used in advertising job openings:
- OCTC and KCTCS are an equal access,
equal opportunity/affirmative action institutions and are committed to
providing equal opportunity through employment practices. Women and
minorities are encouraged to apply.
4. The fourth non-discrimination statement is the complete version that
includes all areas of compliance – Title IX; Title VI; Section 504 of
the Rehabilitation Act of 1973; the Americans with Disabilities Act of
1990; Drug-Free Workplace Act of 1988; and the Drug-Free Schools and
Communities Act Amendment of 1989, etc. It is always printed in the
System catalog and may be used whenever and wherever appropriate.
- Owensboro Community & Technical
College and the Kentucky Community and Technical College System are
committed to a policy of providing educational opportunities to all
qualified students regardless of economic or social status, and will not
discriminate based on race, color, religion, sex, marital status,
beliefs, age, national origin, sexual orientation, or physical or mental
disability.
Compliance with Title IX of the Educational Amendments of 1972, which
prohibits sex discrimination, and with Title VI of the Civil Rights Act
of 1964 is coordinated by Lawrence L. Fortson, Director of Diversity
Programs, Kentucky Community and Technical College System, 2750 Research
Park Drive, P.O. Box 14092, Lexington, KY 40512-4092, (859) 246-3100,
ext. 3201.
- Efforts to comply with the laws and regulations applicable to people
with disabilities -- as required by Section 504 of the Rehabilitation
Act of 1973 and the Americans with Disabilities Act of 1990 -- are also
coordinated by the Director of Diversity Programs.
- Questions concerning compliance with regulations may be directed to the
Kentucky Community and Technical College System's Executive Director of
Human Resources, 2780 Research Park Drive, P.O. Box 14092, Lexington, KY
40512-4092, (859) 246-3113, or to the Director of the Office of Civil
Rights, U.S. Department of Education, Philadelphia, PA.
- The
Kentucky Community and Technical College System is in compliance with
the Drug-Free Workplace Act of 1988 and the Drug-Free Schools and
Communities Act Amendment of 1989. Questions may be directed to the
KCTCS Student Affairs Division or the Human Resource Coordinator's
Office at each college.
Questions about
admission to any college in the Kentucky Community and Technical College
System should be directed to the appropriate campus admissions office.
The
above statements may be adapted for use by individual colleges. When
used in the statement, the name and/or title, address and phone numbers
of compliance officers should be listed at both the college level and
the system level.
Acknowledgement
The Owensboro Community and Technical College
Public Relations Guidelines and policies are inclusive of our own
policies and/or have been adapted from other KCTCS colleges or system
policies.
Attachment 1
OCTC/KCTCS Photo/Video
Release
Event:
___________________________________ Date:_______________
Name:
___________________________________________________________
Address:
__________________________________________________________
Phone:
___________________________________________________________
Attachment 3 - Sample News Release
News Release
For Immediate Release: Date of Release
For More Information Contact: Bernie Hale,
270.686.4506
Join the
OCTC Chorus
The Owensboro Community and Technical College
Chorus will begin rehearsals on Monday, January 27, at 7:00 p.m. in
H-130 of the Humanities Building on the Main Campus, at 4800 New
Hartford Road, Owensboro. The choral group, under the direction of Dr.
Connie Ford, Professor of Music, and accompanied by Angela Bruce, piano
instructor, will be preparing for a late April concert. Formed in 1987,
the ensemble presents concerts each semester, has performed with the
Owensboro Symphony, and has participated in various community events.
Comprised of community and college personnel, the chorus performs a wide
variety of choral literature spanning several eras and styles.
Interested singers may call Ford at 686-4541 or 771-5571 for more
information.
###
Owensboro Community
and Technical College is one of the KCTCS community and technical
colleges that form a seamless system of 62 campuses open or under
construction. KCTCS colleges change lives by providing accessible and
affordable education and training through academic and technical
associate degrees; diploma and certificate programs in occupational
fields; pre-baccalaureate education; adult, continuing and developmental
education; customized training for business and industry; and distance
learning. For more information, visit
www.octc.kctcs.edu.
Attachment 4 - OCTC Color logo-may be used in one
color PMS 288 blue or without gold outline around Owensboro. Must not be
distorted or stretched.
Attachment 5 - OCTC B&W logo. Must not be
distorted or stretched.
Attachment 6 - OCTC color logo-no outline.
(Depending on size of use this logo may print cleaner than attachment
4.) Must not be distorted or stretched.
Attachment 7 - KCTCS color and B&W logos. May be
used in one color PMS 288 blue. Must not be distorted or stretched.
Attachment 8 - System Seal, Academic usage
preferred. See pr office for approved uses. May also be used in one
color PMS 288 blue. Must not be distorted or stretched.
Attachment 9 - Vertical logo. This logo has been
approved for use as a substitute when the horizontal logo will not fit
appropriately or proportionally. May be used in one color PMS 288 blue.
Must not be distorted or stretched.
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