Xavier University
Open search dialog
Marketing and Communications

Project Collaboration

Purpose

This document outlines the process for campus users (departments, offices and individuals) to collaborate with the Marketing and Communications team to ensure timely, efficient and high-quality communications aligned with institutional goals.

Scope

This process applies to all members of the campus community requesting support from the Marketing and Communications team for any promotional, informational or media-related content.

I. Request Process

  • Request Submission
    All requests for marketing and communication support must be submitted via the Project Request Form per the timelines below and with all content and details needed to begin the work.
  • Initial Information Requirements
    The request must include the following:
    • Name of project, event or campaign with description
    • Audience and objectives
    • Deadline
    • Type of content required (e.g., print, web, video, social, advertising, etc.)
    • Any supporting materials (copy, photos, previous communications or examples)
    • Data for mailing

II. Timeline

To ensure timely delivery, the following guidelines should be observed:

  • Standard Requests: Minimum of 6 weeks notice.
  • Major Campaigns or Events: Minimum of 3-4 months notice.
  • Last-Minute or Emergency Requests: Will be evaluated on a case-by-case basis. Prioritization of urgent requests may affect timelines for other projects.

III. Content Needs and Responsibilities

  1. Responsibility of Campus Users
    • Content Drafting: Campus users should provide a detailed draft of the content or key messages where possible.
    • Supporting Materials: Any visual assets (image recommendations, graphs/charts, etc.) should be provided in high-resolution formats.
    • Key Information: Ensure all necessary details such as event dates, times, locations, or contact information are accurate and included.
  2. Responsibility of the Marketing and Communications Team
    • Production Schedule: A detailed schedule will be developed so that all parties are aware of when tasks need to be completed to meet the requested deadline. Any changes to this schedule may result in significant delay of requested delivery date.
    • Content Creation/Editing: The team will review, edit and where necessary, create content based on the provided materials.
    • Design and Layout: The team will handle the design aspects to ensure adherence to brand guidelines.
    • Compliance: The team will ensure that all communications comply with institutional policies, accessibility standards and copyright laws.

IV. Review Process

  1. Draft Review
    • Upon receiving the initial request, the Marketing and Communications team will review the materials and may request clarification or additional information from the requestor.
    • When appropriate, a content draft will be provided to the campus user before design begins. All changes or corrections to content should be made at this stage.
  2. Proofs and Revisions
    • MarComm will allow for 2 rounds of proofing on all projects, except last minute or emergency projects, these will receive 1 round of proofing.
    • All proofing will happen within Wrike, our project management system.
    • Users will need to review and provide feedback within the scheduled timeline provided to keep their project on track. Delays could result in the project being put on hold, so that other projects on our schedule are not delayed.
    • If a project is not completed with 2 rounds of proofing, the office or department will be asked to cover the expense of additional hours, at a rate of $150/hr.
  3. Once Approved
    • Once approved, the Marketing and Communications team will launch, post, deliver or send your project to print.
    • For printed pieces, MarComm will provide a quote from the University print partner.
      1. A PO must be issued prior to the printer beginning work. Delays in issuing a PO may result in a delay of the final delivery or mailing.
      2. Printing and mailing times vary from 2-4 weeks to reach the USPS for distribution depending on size and quantity of mailing. Production delays can happen due to equipment failure and vendor workload, we do our best to build in time for this to meet deadlines. Please allow enough time when planning your projects.

V. Update Cycle and Work Prioritization

  1. If you’re requesting a project that occurs each year, MarComm will adhere to a 3-year cycle for refreshing creative. This will allow us to invest time in creating new projects that come up each year.
  2. The Marketing and Communications team prioritizes projects based on institutional needs and impact. Larger institutional campaigns, time-sensitive issues and strategic initiatives may take precedence over smaller, non-urgent requests.

VI. Brand and Style Guidelines

All communications and marketing materials must adhere to the institution’s branding guidelines, which can be found at xavier.edu/brand. This includes fonts, colors, logos and tone of voice.

VII. Contact Information

For questions, please contact the Marketing and Communications team at marcomm@xavier.edu.