Intranet: Policies and Procedures: Section 3: College Identity
3.01 Identity Program and Standards Policy
In 1999, at the request of Dean and Director Gale A. Buchanan, a study was undertaken to identify the various ways that departments and units within the College of Agricultural and Environmental Sciences identified themselves to each other and to the public at large. The committee found a plethora of names, logos, letterheads and abbreviations being used to identify the college. This resulted in a confusing, inconsistent identity presentation. Some units within the college even fail to mention their affiliation with the University of Georgia or with the College of Agricultural and Environmental Sciences.
The committee was charged by Dean Buchanan to propose guidelines for the use of an identity system for the College of Agricultural and Environmental Sciences. The purpose of this policy is to assist all departments, units, etc., in projecting a single, unified identity to every constituency, reflecting the efforts to consolidate programs and services under the umbrella of the CAES.
The presentation of unity is considered crucial to the future success of marketing and fund-raising efforts undertaken by the College of Agricultural and Environmental Sciences. The dean stated that "to ensure our clientele – students, alumni, media and citizens – easily understand and recognize who we are today, I believe that it is imperative that we establish a visual image that clearly communicates in a consistent manner the breadth and strength of our programs in Athens as well as the newly designated regional campuses in Griffin and Tifton."
These policies were revisited by the Office of Communications in 2004. This document reflects recommended updates and revisions to the 1999 policy.
- Official Correspondence
- Newsletters and Other Printed Materials
- Extension Numbered/Reviewed Publications
- Web Standards
- Media Contacts
- Abbreviations
- Capitalization
- Signage
- Telephone Answering and Messaging
- Style Guides and Logo Policies
Official Correspondence
- All general correspondence should adhere to the current logo policy of the University of Georgia, whereupon the official UGA logo appears centered at the top of the page, in two colors, followed by the words "College of Agricultural and Environmental Sciences." The return address, telephone and fax numbers, along with the EEO statement, can be centered at the bottom of the page (Letterhead B, which is the recommended, most economical version) or a name, address, and telephone and fax numbers can be included at the top of the page – flush with right and left margins – with the EEO statement centered at the bottom of the page (Letterhead A). The envelope for this stationery (Envelope) also is governed by the existing university policy. See University of Georgia: Stationary for more information.
- Each department and unit should coordinate ordering its own letterhead
and envelopes, all of which should adhere to one of the attached samples. The
University Printing Department is designed and equipped to provide quality offset
printing services for all offices and departments of the University and other
state agencies. Basic services include design assistance and consultation, typesetting
or imagesetting (from manuscript or word processing disk or PostScript disk),
negative and plate work, press work and bindery/finishing work. The plant is
staffed and equipped to produce stationery, business cards, office forms, brochures,
booklets, programs, posters, journals and perfect-bound books. The University
Printing Department has placed its most used forms on the Administrative
Forms Web site. To access the printing
forms, select "printing" from
the drop- down menu.
UGA Printing Department
Printing Building
Contact Printing Services by Email
706-542-3861
Fax 706-542-7200 - All business cards for employees of the University of Georgia should adhere to existing university business card standards. To ensure consistency in ink color, paper stock and typography, the identity committee strongly recommends that all college business card orders be coordinated through the UGA procurement office. See Sample C.
Newsletters and Other Printed Materials
Newsletters, brochures, flyers and other printed materials offer each department, program and project an outlet to share timely information, promote events and explain programs. Each department, program or project controls the mailing list, content, style and design. Each printed piece issued from the College of Agricultural and Environmental Sciences should meet certain minimum standards. Templates are available from the Office of Communications.
Identity
A printed piece must have "the University of Georgia" and “the College of Agricultural and Environmental Sciences” names displayed prominently. It may be used on the cover, front page or inside cover, along with the program, department or project name. If desired, the copyrighted arch design (used according to UGA guidelines) may also be used.
Program requirements
Include certain legal statements in printed materials, depending on funding for the program. There is no minimum font size requirement. This information generally goes on the bottom or back cover:
- Extension programs should include the cooperative statement that reads, "The University of Georgia and Fort Valley State University, the U.S. Department of Agriculture and counties of the state cooperating."
- The affirmative action statement reads, "An equal opportunity/affirmative action organization committed to a diverse work force."
- Extension programs should include, "Cooperative Extension offers educational programs, assistance and materials to all people without regard to race, color, national origin, age, gender or disability."
Top quality
All materials for the public should be prepared with consideration for the reader, including reading level, clarity, content and design. They represent the College of Agricultural and Environmental Sciences and the University of Georgia to the people of Georgia, so they should meet the highest design standards possible. For assistance with design and production, please contact the Office of Communications.
Extension Numbered/Reviewed Publications
Extension Numbered/Reviewed Publications are required to state:
The University of Georgia and Ft. Valley State University, the U.S.
Department of Agriculture and counties of the state cooperating. Cooperative Extension, the University of Georgia College of Agricultural and Environmental Sciences, offers educational programs, assistance and materials to all people without regard to race, color, national origin, age, gender or disability.
An Equal Opportunity Employer/Affirmative Action Organization Committed to a Diverse Work Force
Publication # Date
Issued in furtherance of Cooperative Extension work, Acts of May 8 and June 30, 1914, The University of Georgia College of Agricultural and Environmental Sciences and the U.S. Department of Agriculture cooperating.
J. Scott Angle, Dean and Director
Web Standards
The World Wide Web presence of the College of Agricultural and Environmental Sciences will be wholly demonstrative of unity, accessibility, objectivity, dependability and professionalism. Our college will increasingly rely upon the World Wide Web as an invaluable conduit for the focused dissemination of both raw information and expert knowledge to our diverse clientele base as well as to our many vested stakeholders.
Official CAES Web pages must relate directly to CAES activities and programs, adhere to the college's mission, and must be solely non-profit in nature. All official CAES Web pages must follow Web standards as set forth in Section 3.02 World Wide Web Publishing Policy, which defines a set of minimum guidelines that must be met; as well as the official CAES Web Style Guide, which offers specific CAES templates that follow the minimum guidelines, provides guidance on larger Web design issues, and points to valuable resources within the college and larger academic community.
Media Contacts
- The name of the University of Georgia College of Agricultural and Environmental Sciences should be included in all news releases or other communications with media when media standards permit, preferably in the first paragraph.
- The full name of the University (“University of Georgia”) and college, ("College of Agricultural and Environmental Sciences") should be used in the first reference when media standards permit. Subsequent references may refer to “the university” or "the college" or use the acronyms “UGA” or "CAES."
- Mention of units, divisions or campuses of the College of Agricultural and Environmental Sciences should clearly indicate their identity as part of the college when media standards permit.
- References to units, divisions or campuses of the College of Agricultural
and Environmental Sciences should use the names recommended by the college administration
or a shortened form of these names.
For example, "the University of Georgia Tifton campus of the College of Agricultural and Environmental Sciences," or "the Tifton campus."
- The Office of Communications of the College of Agricultural and Environmental Sciences should be responsible for advisement of the college identity guidelines that apply to media relations and publications. Faculty and staff should be informed of this responsibility and encouraged to contact this office for guidance in these areas.
For example, "Paul Thomas, an Extension horticulturist with the University of Georgia College of Agricultural and Environmental Sciences."
Abbreviations
For colleges, companies, associations, organizations, etc., use the official name on first reference. On second reference, an abbreviation or acronym may be used if its meaning will be clear to the reader. Do not insert an abbreviation in parentheses following the full name; if such clarification is necessary, do not use the abbreviation at all.
Capitalization
Following the Associated Press, the University of Chicago style and the UGA Style Guide, do not capitalize the "t" in "the" University of Georgia except at the beginning of a sentence or within a title.
For example, "She teaches at the University of Georgia."
For material that is released to the news media or appears in Columns, when the words "the university" stand alone and refer to the University of Georgia, use a lowercase "u" in the word "university."
For example, "Enrollment at the university set a record this quarter."
In publications and documents, when the words "the university" or "the college" stand alone in a sentence and obviously refer to this university or this college, it is acceptable to use a capital "U" in the word "university" and a capital "C" in the word "college." (She joined the faculty at the University in 1970.) Either style is acceptable; be consistent throughout the publication.
Signage
Contact the Office of Communications for current signage standards, information, and assistance.
Telephone Answering and Messaging
It is not mandatory that the "College of Agricultural and Environmental Sciences" name be used when faculty or staff answer the telephone at the departmental or unit level. It is recommended that the "University of Georgia College of Agricultural and Environmental Sciences" name be incorporated on all voice mail, electronic systems and answering machine messages. The acronym CAES may be used whenever feasible in answering the telephone.
County Extension offices should answer with "University of Georgia Cooperative Extension, Oconee County" or "UGA Cooperative Extension, Oconee County".