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Part 10. Public Affairs
Section A. Graphic Standards
Policy Number: 10.A.1
Date Issued: August 1, 2008
Approved By: Vice President for Public Affairs

CENTRALIZATION OF DESIGN SERVICES PURCHASING

Section I. General Guidelines

A. Policy Statement

This policy provides guidelines governing the purchase of design communication services by university employees. Under this policy communication design projects being purchased from outside vendors shall be handled by the Design Center in the Office of the Vice President for Public Affairs.

B. Definitions

Communication design services include the following: Web site design and development, print collateral design, brand and logo development, copywriting, photography, videography, signage and wayfinding, advertising and other communication vehicles that represent the University, its colleges, schools and units.

C. Scope

Communication design projects that are not able to be executed by internal design staff or are being purchased from outside vendors will be channeled through the Design Center in the Office of the Vice President for Public Affairs. Only design consultants officially contracted through the Design Center may produce design communications for the University.

The policy has been developed to address two issues concerning university communications. These include managing the development costs of communications and maintaining the quality and consistency of communications.

The policy applies to any member of the University who purchases design communication services and to all budgets administered by the University regardless of source of funds.

Projects that require Design Center involvement:

• Web design
• Web development
• Search engine optimization and conversion
• Print design: Brochures, pamphlets, newsletters, posters, annual reports etc.
• Identity and logo design
• Brand development
• Design consulting
• Advertising
• Copywriting (non academic)
• Marketing research
• Photography
• Videography

Projects exempt from Design Center involvement:

• Color copied or duplicated material
• Posters under a quantity of 100
• Presentations
• Web maintenance/tech support
• Functional or clerical forms or documents
• Event/party photography
• Event/party videography
• Student initiated projects

D. Process/Procedures

Colleges, schools and units that need to purchase outside design and communication services shall go through Design Center. Once the need for communication design support is determined, the college, school or unit (c/s/u) will contact the Design Center to initiate the project. The Design Center will review the project with the c/s/u to establish budget, schedule and design consultant selection. Design consultants will be hired through the Design Center.

When the project is completed to the satisfaction of the client, the Design Center will IDT the client. Upon the receipt of funds from the client, the Design Center will then pay the design consultant.

E. Contact Information

The Design Center, in the Office of the Vice President for Public Affairs, is the primary resource for this policy and is available to answer specific questions.

F. How to initiate a project with the Design Center

To initiate a project contact: dbholston@mail.utexas.edu, or call the Design Center project manager at 471-6502

Source: New UT Austin Policy.