Transcription

Communications GuideEditorial and Graphic Standards

communications guideCollege of Fine Applied ArtsAT THE UNIVERSITY OF ILLINOISAT URBANA-CHAMPAIGNIntroduction1Mission Messaging2Editorial Standards3Graphic Standards4News the Media7Electronic Communications8appendixFAA office of [email protected]

communications guideIntroductionCollege of Fine Applied ArtsAT THE UNIVERSITY OF ILLINOISAT URBANA-CHAMPAIGNYou are what you tweet.More than ever, our messages are a reflection of ourselves. They appear on our Facebook pages, in our tweets, LinkedInprofiles, web pages, and in our blogs and email messages. Together, they form a full picture of ourselves, our organization,and our brand.In this age of technology, it’s important to remember that these messages NEVER GO AWAY. They are immediate, havethe ability to go around the world and back, and can be saved, printed, scanned, shared, and “liked” before you may evenrealize that “autocorrect” has introduced a typo or a new meaning to your message. You may be able to delete a post, butyou can’t delete the screen shots that may already have been saved or negative impressions that may have resulted.Therefore, now more than ever, it’s important to recognize the power of our words, our images, and our messages. Eachperson has a megaphone, and with that comes a responsibility to always put forward the best possible face of theorganization.How this applies to our work at FAAAs a college, we have an even higher standard to meet. Our audiences—internal and external—expect faculty and staff touse proper grammar, punctuation, capitalization, and messaging, even in the most casual communications. When you sendan email or post on social media as a member of the College of Fine and Applied Arts, you are a representative and anambassador. Choose your words and your style wisely!This Communications Guide is intended to help FAA faculty and staff prepare professional communications that representour people, our programs, and the college in the best possible light. It also contains helpful information on protocols andprocesses for handling news, sending college-wide communications via email, and accessing services available through theFAA Office of Communications.Ways the Communications Office Can HelpThe FAA Communications Office aims to provide a unified brand for the college and all units and to promote the bestof FAA across campus and, in some cases, the world. We want to be your partner. Call or email us anytime if you havequestions or ideas on how we can work together.Here are some ways we can help: Promote your major news on the FAA website and to external news outlets Promote your activities on our calendar Provide you with an FAA-branded WebTools email template Explain processes, timelines, and standards for print publications Help you develop a communications plan or strategy Provide advice on working with freelancers and agencies Facilitate a brainstorming or creative briefing meeting Help you make sense of your web analytics Help you manage small or large public or media relations issues, including crisis communications Provide general communications consultationFAA office of [email protected] look forward to working with you!1

communications guideMISSION MESSAGINGCollege of Fine Applied ArtsAT THE UNIVERSITY OF ILLINOISAT URBANA-CHAMPAIGNCollege MissionThe College of Fine and Applied Arts is dedicated to the advancement, practice, and understanding of the arts. The centralfocus of the college is the synergy between research and the preparation of students for professional careers in the creationand interpretation of the environmental, visual, and performing arts. Deeply related to that focus is the commitmentto elevate and sustain the study of the arts as a necessary mode of understanding and a vibrant expression of humanexperience within local, national, and international communities.The mission is carried out through: A commitment to quality education and teaching excellence. The creation of visual art objects, music compositions and performances, theatrical productions, dancechoreography and repertory, and cross-disciplinary performances. The design of sustainable architecture, landscapes, and plans that nurture communities and adhere to thehighest professional standards. The pursuit and dissemination of knowledge through scholarship, research, application, and service. The determination to balance the preservation of artistic and professional legacies with the desire for innovationwithin artistic and professional practices.The college is an international leader for research and practice in the visual, environmental, and performing arts with anemphasis on professional excellence, diversity, innovation, and preservation.Key MessagesThe following messages help describe the college in tangible ways and should be articulated in communications: FAA is a college of great breadth and depth, offering a unique and extensive array of academic disciplines. The College of Fine and Applied Arts comprises three main areas: visual, performing, and environmental arts. As part of the pre-eminent University of Illinois at Urbana-Champaign, FAA has a distinct advantage overtypical art schools and conservatories; it is at once a small college but with the strength and power of aninternationally recognized research campus.o Our small classes provide a personal, individualized educational experience for students.o The vast resources of the university allow students to excel in research and creative work at both thegraduate and undergraduate levels. Krannert Center for the Performing Arts, Japan House, and the Krannert Art Museum are superbly designed andadministered arts venues that enrich both the student experience and our outreach and engagement efforts tothe local community and the arts world at large. Our commitment to faculty and students includes support of breakthrough research and creative work,collaborative work within the college, and interdisciplinary opportunities for research and scholarship acrossthe academy. Our alumni are internationally recognized on stage and screen, in art museums, and within corporations andorganizations as some of the world’s leading architects, planners, designers, artists, and entertainers. Our college has a long history and tradition of excellence, extending back to the introduction of an Architecturecurriculum in 1867, concurrent with the establishment of the university. Top ranked programs include Industrial Design (ranked among the nation’s top 10), Music (ranked in the top 10),and our graduate program in Urban and Regional Planning (ranked third in the nation).FAA office of [email protected]

communications guideEditorial StandardsCollege of Fine Applied ArtsAT THE UNIVERSITY OF ILLINOISAT URBANA-CHAMPAIGNThe Written WordWebster’s New World Dictionary and other online resources such as Grammar Girl (http://www.quickanddirtytips.com/grammar-girl) provide helpful advice as well. If you are unable to find the information you need or are unsure of whichsources to trust, contact the FAA Communications Office.Text Guidelines Unique to the College“College of Fine and Applied Arts,” “FAA,” and “the Arts at Illinois” are all appropriate to use in copy about the college. Donot use “&” in the college’s name. Do not use “ ” in running text, such as a description about a program, a news item, a bio,copy for a press release, or other formal communications with references to the college.In certain settings, however, the general visual identity of the college should be reinforced subtly through text. When one ofthe college marks already appears prominently or you are preparing a type-only communication piece, use “College of Fine Applied Arts” (with “ ” rather than “and”) when the name is being emphasized. Contexts such as these should include “ ”in the name: Heading in a brochure Address line on a printed flier Signature line in an email message Footer with address information on a web pageWhere space and postal requirements allow, spell out elements of your address, including “North,” “South,” “East,” “West,”“Avenue,” “Drive,” and “Street.”Additional details about editorial style can be found in the Illinois Writing Style Guide. For items not addressed there, pleaserefer to The Chicago Manual of Style or contact the FAA Office of Communications for further assistance.FAA office of [email protected]

communications guideCollege of Fine Applied ArtsAT THE UNIVERSITY OF ILLINOISAT URBANA-CHAMPAIGNEditorial Standards for FAA At a GlanceVisual AppearanceOfficial communications should be professional in appearance and consistent in branding and graphic presentation. All pieces should prominently include the full name of the college and reference the University of Illinois at Urbana Champaign (often this will be represented by the “I Mark”).Writing StandardsCommunications should be written in standard American English. This includes proper punctuation, capitalization, grammar, and spelling. Common abbreviations and acronyms may be used, but they should be spelled out on first reference.editorial styleEditorial style should follow the guidelines of the University of Illinois at Urbana-Champaign: tyleguide/index.html. The university adheres to the Chicago Manual of Style for all editorial rules not specifically addressed in the Writing Style Guide.ToneCommunications should be written and designed with the target audience in mind. Example: Communications directed at university officials, government agents, and members of business will likely be moreformal in tone and appearance than will communications directed at current or prospective students.Brevity and LengthCommunications should be clear, concise, to the point, and considerate of the reader’s attention. Please do not say in two pages what canbe said in two words.MediumCommunications should be prepared and disseminated in the medium best suited to deliver the message, its content, and the intendedaudience. Example: Email may be used to quickly communicate a message. However, email is likely not the best medium to expresspersonnel issues or to discuss complex topics. These items are better addressed face-to-face or by telephone. Remember, do not say in email or online anything you would not want the whole world to see. People will save and forwardyour nastygrams, and they may soon go viral.Graphic StandardsWhen preparing designed communications—whether for print publications, online communications, outdoor advertising, orany other media aimed at the public—it is essential to present the college and the campus in a manner consistent with ourvisual standards.Campus Visual Identity StandardsThe University of Illinois at Urbana-Champaign’s comprehensive set of standards is published at rand/visualid.html.Information on logos, color palette, design elements, and typefaces is found at ardsmanual.Instructions on how to order stationery, including campus letterhead, envelopes, and business cards are located here: ardsmanual/stationery/businesscards.html.FAA office of [email protected]

communications guideCollege of Fine Applied ArtsAT THE UNIVERSITY OF ILLINOISAT URBANA-CHAMPAIGNAll FAA communications should be designed to comply with campus visual identity standards. Additionally, the college’sgraphic standards should be followed in order to brand the college consistently and enhance recognition and awareness.These standards should be used in all visual communication materials, including electronic, print, outdoor, and promotionalpieces.DOWNLOAD THE SUITE OF COLLEGE OF FINE APPLIED ARTS MARKSMain College MarkColor SuggestionsWhen possible with communication materials in color, the main college mark should highlight the “ ” with a splash of color.Below is the suggested color palette for use alongside departmental visual identities. If additional color options are desiredand you need assistance creating the files, please contact the FAA Communications Office.FAA SlateGray (LT)FAA SlateGray (DK)FAA Blue(U of I alt.)FAA Orange(U of I alt.)FAAmustardFAA BrilliantYellowc: 40 m: 28 y: 26 k: 3 r: 153 g: 162 b: 168FAA Slate Gray (LT)Web: #99a2a8FAA Slate Gray (dk) c: 70 m: 58 y: 50 k: 4 r: 98 g: 106 b: 116Web: #626a74FAA Blue (u of I alt.) c: 77 m: 0 y: 0 k: 13 r: 0 g: 167 b: 215Web: #00a7d7FAA Orange (u of I alt.) c: 0 m: 88 y: 86 k: 0 r: 239 g: 70 b: 53Web: #ef4635FAA Mustard c: 0 m: 19 y: 100 k: 20 r: 211 g: 170 b: 8Web: #d3aa08FAA Brilliant Yellow c: 0 m: 10 y: 100 k: 0 r: 255 g: 221 b: 0Web: #ffdd00FAA office of [email protected]

communications guidetypeface StandardsCollege of Fine Applied ArtsAT THE UNIVERSITY OF ILLINOISAT URBANA-CHAMPAIGNThe fonts used in the college mark, and subsequently in many of our designed communications, are Gotham and Din. Gotham isused most heavily in our printed and electronic communications. Contact [email protected] for suggestions onhow to order these fonts for your workstations.Alternative Applications (Used when space is limited)The two following options are available when space limitations prevent the use of the main college mark:FAA WordmarkFAA/Illinois WordmarkThe “ARTS” CampaignWith the launch of a new website, the college introduced a new “ARTS” branding campaign. This visual presentation extendsthroughout our current college communications, including marketing materials for general advertising and promotion,admissions and student recruitment, advancement, student affairs, and the dean’s office.FAA office of [email protected]

communications guideCollege of Fine Applied ArtsAT THE UNIVERSITY OF ILLINOISAT URBANA-CHAMPAIGNDepartment and School Visual IdentityAll college, department, school, and unit communications should comply with college and campus identity standards.Although units may benefit from expressing individuality through their own look and feel, that expression should dovetailwith those of the college and campus.Note also that individual school or department logos are not allowed. The campus has one logo; many variations areavailable (identitystandards.illinois.edu) for maximum convenience and compatibility.Word marks and stylized type treatment, however, are permitted. The difference between a word mark and a logo is subtle.Perhaps the best litmus test is this: If it looks like a logo, or if you’re unsure, it probably is one. Campus rules regarding logos,word marks, and typefaces can be found at ardsmanual/faqs.html.News the MediaDo you have an upcoming event of major, broad appeal? A breakthrough in research or creative work? Has one of yourfaculty recently been awarded the Pulitzer Prize? If so, the world wants to hear about it.The FAA Office of Communications can help promote your news item through college news channels. Those include theFAA website and social media. The News page and Calendar on the FAA website promote college-wide events of broadinterest. This includes lectures, performances, and exhibitions, but typically excludes events that are not open to the publicor to the campus community.We can also help you to promote your news item to the world at large, working with the Campus News Bureau and thePublic Affairs team. As Chief Communications Officer for FAA, the college director of communications is your liaison.Contact [email protected] for assistance and advice.Our social media channels, aimed at prospective students, are another way to spread the word. FAA Communications alsowill alert the campus social media team for news of major interest.FAA office of [email protected] sure if your News item warrants major attention? Contact FAA Communications.7

communications guideNews Announcements Made by the Dean’s OfficeCollege of Fine Applied ArtsAT THE UNIVERSITY OF ILLINOISAT URBANA-CHAMPAIGNThe Dean’s Office publishes a monthly ebulletin to inform FAA faculty and staff about college meetings, workshops, andimportant campus and college initiatives. Contact FAA Communications for more information on the types of items weinclude or to submit an item for consideration.Occasionally, the Office of the Dean issues college-wide announcements to inform all FAA faculty and staff about majorcollege happenings. These include changes in leadership, news about the highest faculty achievements (e.g., GuggenheimAwards), and major news of campus concern. The Appendix addresses how to determine whether news should beannounced to the full college or at the unit level.Electronic CommunicationsThe College Website: Public Internet and Internal IntranetThe College of Fine and Applied Arts maintains a website with two main components: a public facing internet (faa.illinois.edu) aimed at prospective students and others, and an intranet portal (my.faa.illinois.edu), aimed at current FAA faculty,staff, and students. Both are managed under the direction of the FAA Office of Communications with technical expertiseprovided by Technology Services at FAA.Because the college encompasses so many areas, and we want to showcase our best work before the public, content forthe public-facing internet comes largely from our departments and schools. This includes listings on our News and Calendarpages, as well as images and videos throughout the site. Please contact [email protected] to learn aboutsharing your student, faculty, and alumni work with us.To request a new, revised, or deleted page on either the internet or intranet, please complete a web request form here:https://illinois.edu/fb/sec/2011246.Sound Website Principles for the College and its UnitsAll college and unit websites and web pages should be part of a sound electronic communications strategy. Before a site is built or revised, the unit should be able to articulate the site’s desired goals and objectives. Thesite should then be constructed from a content marketing framework, built to support intended goals, andfocused toward the desired primary audience.Technical requirements All sites must be fully secure, reliable, and meet all college technical specifications. Sites need to meet Illinois requirements for accessibility. Sites need to be mobile-responsive.Content Sites must be built with a plan for content management that addresses the means by which the site will beupdated, by whom, and with what frequency. Content of questionable or limited value to the primary audience should not be housed on a public website butinstead should be hosted on an intranet or in other, more appropriate media. Sites should be of manageable size and scope, reflective of the unit and its staffing. Content must be updated regularly to provide visitors with a compelling reason to return.FAA office of [email protected]

communications guideCollege of Fine Applied ArtsAT THE UNIVERSITY OF ILLINOISAT URBANA-CHAMPAIGNAlignment with college/campus strategy and vision All websites should reinforce the Illinois and college brand through a consistent graphic identity and throughmessaging that supports the campus and college and reinforces our shared mission and vision.User experience Sites must be easily navigated and reasonably intuitive for visitors. Sites should include a search function and a site map. Sites should maximize the user experience and should allow visitors to interact with the college by incorporatingappropriate technology (e.g., forms) and calls for action (e.g., “give now” button for Advancement site). Sites should provide the content (words, pictures, video, etc.) that audience members need and expect. All sites should be built with search engine optimization and analytics in mind. Analytics on common benchmarks (page views, most visited pages, exit pages, source of traffic, etc.) shouldbe periodically collected and reported, and adjustments should be made to the sites based on visitor usage;annual comparisons should be made and measured against goals in site strategy.Technology Integration of the latest technology should be approached cautiously to ensure reliability, relevance, andusefulness to the target audience.Other electronic mediaCollege and unit social media, blogs, email, enewsletters, etc. should follow the same tenets above. All elements of a robustelectronic communications strategy should complement, support, and interface with each other, thereby encouragingrepeat visits and greater interaction of the intended audiences.Recommended EmailSignature FormatNameConsistent with college graphic standards, it’srecommended that emails be written in a clean, easy-toread format, in a sans serif font. Our main college font isGotham. However, since not everyone has this font, usingArial or Calibri is fine.Full Name of College or DepartmentTitleWe do not recommend adding color, graphics,inspirational quotes, logos, or images to your emailsignature, as they make your email files larger and canthus delay your messages. Here is the suggested contentto include:Building Name and Room Number, Campus Mail CodeStreet AddressCity, State ZIPEmail addressPhone number / Fax numberCollege or Department Website URLSound Mass Email Principles for the College and Our UnitsAll college and unit mass emails should be part of a sound electronic communications strategy. Before blast (or mass) emails are sent, the sender or originator should be able to articulate the missive’s desiredgoals and objectives and to identify why the particular message, or series of messages, should be sent. Themessage/s should then be written to support intended goals and directed toward the desired primary audience.FAA office of [email protected]

communications guideCollege of Fine Applied ArtsAT THE UNIVERSITY OF ILLINOISAT URBANA-CHAMPAIGNPrinciples for sending email to all FAA faculty and staff ([email protected])Email communications to the full FAA faculty/staff list should be sent judiciously and should be well written, proofread, andappropriately designed. Before sending communications to this group, one or more of the following questions should beanswered affirmatively: Is this message important and relevant to all FAA faculty and staff? Is the message urgent? Are faculty and staff unlikely to receive this information through other media or means? Is the message necessary?SendersOnly a small, select group of people are permitted to mail to the full faculty/staff list of the college: Dean’s Office: Dean, Assistant to the Dean, and Executive Assistant Dean Communications Office: Director of Communications and Office Manager Additionally, the Fine and Applied Arts Offices of Research and Technology Services at Illinois are approvedsenders.Only the following are permitted to send mail from the college’s “[email protected]” email account: Dean’s Office: Dean, Assistant to the Dean, and Executive Assistant Dean Communications Office: Director and Office ManagerCollege administrative offices sending to the full list of faculty and staff should use their office-specific email account (i.e.,[email protected], [email protected], [email protected], and [email protected]).Messages sent to all faculty and staff should not typically be sent from an individual’s email account, unless the message iscoming from the dean of the college.Process The assistant to the dean is notified in advance of messages to all faculty and staff to ensure that the messagesare appropriately timed and scheduled. The Communications Office reviews all messages before they are sent to ensure adherence to college andcampus branding standards, as well as appropriate tone, punctuation, grammar, and spelling. Together, the Communications Office and Dean’s Office determine whether specific messages are appropriate,relevant, and needed.Messages sent from the deanMessages sent from the dean may be sent from either of the following accounts: [email protected] [email protected] to all FAA studentsThe protocols, processes, and principles for emailing all FAA students are the same as outlined above for emailing all FAAfaculty and staff.Using Web Tools: Calendar System, Mass Emails, Forms, and MoreFAA office of [email protected] campus offers its own electronic communications system, WebTools, to make online communications easy andconvenient: https://illinois.edu/toolbox.10

communications guideCollege of Fine Applied ArtsAT THE UNIVERSITY OF ILLINOISAT URBANA-CHAMPAIGNThrough this system, you can set up a blog, create a form, maintain and promote an events calendar, conduct surveys, andprepare college-branded email communications that are well designed and meet campus identity standards.When preparing forms and mass email communications, you can take advantage of campus and college-brandedtemplates. The college offers a wide array of branded Email templates, including several for general college use as well asdepartment/school specific designs. To obtain access or to learn more, contact [email protected] MediaThe college maintains social media sites on Facebook, Twitter, YouTube, Pinterest, and Instagram. We also inform thecampus social media network about items of broad appeal. To submit an item for social media, [email protected] office of [email protected]

communications guideAPPENDIX: PROTOCOLS FOR NEWS ANNOUNCEMENTSCollege of Fine Applied ArtsAT THE UNIVERSITY OF ILLINOISAT URBANA-CHAMPAIGNANNOUNCEMENT TYPESThe protocol used for announcements in the College of Fine and Applied Arts depends on the intended audience for theannouncement or news item. The FAA Director of Communications can help identify the appropriate audience(s).News items originating at college levelThis includes news about leadership changes (e.g., the appointment of a unit executive officer or other major collegeadministrative position), significant changes to the scope or operations of a department or school (e.g., a merger of schoolsor departments or changes in their academic focus), and highly significant accomplishments of college-level personnel.ProtocolCampus and college governance bodies are notified by the dean, if appropriate, prior to the distribution of the officialannouncement. The notifications may include: Provost’s Office Dean’s Cabinet Administrative Council College Executive Committee Other key campus and Foundation officials, prominent alumni and donors, FAA human resources officer,campus Public Affairs Office.Anticipating and responding to feedbackPrior to disseminating a college announcement pertaining to a specific department, school, or other unit, the Dean’s Officeand respective Unit Executive Officer (UEO) work together to anticipate likely responses from various segments of theaudience (donors, alumni, faculty and staff, etc.), to form the final message, and to coordinate messaging for likely follow-upcommunications. Any responses to the announcement are then handled in a coordinated manner between the Office of theDean and the UEO.Announcement sequenceAnnouncements from the Office of the Dean are typically sent in the following order, by email: Dean’s Office informs FAA leadership (Administrative Council, Executive Committee, and Cabinet) Dean’s Office informs unit faculty and staff for announcements specific to that unit Dean’s Office informs all FAA faculty and staff, if appropriate Dean’s Office informs alumni and friends of the unit and/or college, if appropriate Dean’s Office notifies other key stakeholders (e.g., organizations, foundations, agencies, corporate partners), ifappropriate Unit communicates additional or follow-up information to unit faculty and staff, and notifies students, ifappropriateNews items originating at the department, school, or auxiliary unit levelMost school, department, and auxiliary unit news items are announced only at the unit level, at the discretion of therespective Unit Executive Officer. Examples include most awards and achievements of faculty, staff, students, and alumni;new faculty and staff hires; and news about courses and programs.FAA office of ionally a news item may be relevant to a college-wide audience to warrant a college-wide announcement. Examplesinclude highly significant news about student, faculty, or staff achievements or tragedies (e.g., a faculty member who winsthe Pulitzer Price or the unexpected death of a student). If a unit believes a particular news item warrants a college-wideannouncement, the UEO should consult with the FAA Director of Communications to discuss an appropriate protocol thatcoordinates college- and unit-level communications.12

University of Illinois at Urbana-ChampaignCollege of Fine and Applied Arts608 E. Lorado Taft Dr.Champaign, IL 61820faa.illinois.edu

ColleGe of ine pplied rts at the uni ersit of illinois at ur hampaiGn. CommuniCations Guide . The FAA Communications Office aims to provide a unified brand for the college and all units and to promote the best of FAA across campus and, in some cases, the world. . Communications should