Mind the Memo
Each year, the Office of Finance publishes a memo containing a number of important deadlines related to the end of the fiscal year. Among them is the last date by which you can submit project requests to MarCom for printed and promotional items. These deadlines are set to allow for proofing and invoicing to complete your order in the budget cycle. This date changes year to year and is binding.
Overview
In order to maintain brand continuity, Marketing & Communications (MarCom) and the college Purchasing office have set processes in place that staff should follow when working with outside vendors to print and produce promotional products.
Note: Student clubs and organizations work with Student Life on printing and promotional product orders.
Print Projects
Print projects include anything that will be printed and will represent the college, including flyers, brochures, booklets, banners, permanent and temporary signage, postcards, etc.
Initiating a print project
- Obtain verbal permission and spending limits from your budget authority.
- Submit a project request to MarCom.
- Work with the MarCom team to clarify the project deliverable and obtain an outside estimate. This will ensure consistency of sizing and paper stock across the college.
- Create a requisition in eStaff. Include text stating the following:
Marketing & Communications (MarCom) is the official proof approver for Santa Fe College. All proof approvals, including reorders and final proof approvals must come through communications@sfcollege.edu. All art must be original art provided by MarCom and must not be altered. Any alterations will be done by and provided to vendor by MarCom. Stitch outs or sew outs are required for embroidery. Photos of stitch outs are acceptable for proofing. All invoices should be sent to accountspayable@sfcollege.edu. - Notify or motivate people on your purchase order (PO) approval chain as needed.
- Provide your designer with final content, including text, images and photo releases.
At this point, a MarCom team member will begin working on your project. Please note, projects can take up to three weeks to complete after the receipt of final materials.
Promotional Items
Promotional or "promo" items are given away to promote the college. They may include pens, pencils, stickers, water bottles, coffee mugs, t-shirts, USB drives, notebooks, etc.
Requesting existing SF promotional items from MarCom
- Submit a project request at least three weeks in advance.
- Wait to be contacted by the MarCom marketing assistant, who will call or email to discuss availability of items, how you plan to use them and who would be responsible for paying for them.
- Work with MarCom staff to schedule pickup of promo items. Please be on time.
- Follow up on interdepartmental billing (IDB) steps in a timely manner.
Note: All promotional items should use the primary Santa Fe College logo. Department and program logos may not be used on promotional items unless requestor has VP approval.
Requesting new SF promotional items from departmental budgets
- Obtain verbal permission and spending limits from your budget authority.
- Submit a project request to MarCom.
- Request a meeting with the MarCom marketing assistant to discuss ideas, vendors and if you need help obtaining a quote.
- Create a requisition in eStaff. Include text stating the following:
Marketing & Communications (MarCom) is the official proof approver for Santa Fe College. All proof approvals, including reorders and final proof approvals must come through communications@sfcollege.edu. All art must be original art provided by MarCom and must not be altered. Any alterations will be done by and provided to vendor by MarCom. Stitch outs or sew outs are required for embroidery. Photos of stitch outs are acceptable for proofing. All invoices should be sent to accountspayable@sfcollege.edu.
- Work with the MarCom team to format logos to meet product specifications for your order.
Print Contracts
Certain items can only be purchased through particular vendors that have a contract with the college. This includes business cards.
