Guidelines and Procedures
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General Student Life Communications Guidelines and Procedures
Thank you for your interest in collaborating with the Student Life Communications and Marketing Team. We are excited to use our expertise to showcase all of the fun and impactful experiences provided to students through the Division of Student Life.
On these pages, you'll find helpful information about our processes, project guidelines and the most effective ways to reach students. As a a proud part of the University of Delaware, we ensure our work aligns with both the University and the Student Life brand.
You can access our project request forms, team directory and additional resources on the main Student Life Communications page. Please do not hesitate to reach out with questions, concerns or ideas.
Promotion Package Framework
Student Life Communications is introducing a tiered event promotion package framework designed to bring greater consistency, clarity and efficiency to how campus events are marketed.
The framework features five packages that help set clear expectations, streamline collaboration across teams and ensure marketing support is thoughtfully aligned with institutional priorities and available resources
This package system will serve as the foundation for all Student Life Communications projects moving forward. Requests should align with the services outlined within each promotion package to ensure consistency and efficient use of resources. Requests that fall outside of the established packages may be considered on a case-by-case basis, at the discretion of the Student Life Communications team.
Note: If your selected package includes multimedia and newsletter support, you do not need to complete the separate multimedia or newsletter request forms. Your request will automatically be routed to the appropriate team members.
Low-lift digital visibility for small or internal events
Design
1200 x 630 graphic or photo for newsletter
Web
Support for submitting and publishing the event on the UD Events Calendar
Newsletter
Week of feature in Blue Hen Life
Design for Printed Materials (ONLY)
The initial distribution for the below materials will include 100 items. If additional materials are needed, requestors may order a reprint directly through UD Printing.
Choose one of the print materials below:
- 4 x 6" (brief, promotiona, space for QR code)
- 5.5 x 8.5" (promotional, space for bullet points)
- 8.5 x 11" (informational, space for blurbs)
Mid-level promotion for student facing programs
Stipulation: Selection of this package requires agreement to utilize Student Life department advertising screens (Center for Intercultural Engagement, University Student Centers, Wellbeing Center). Proof of a confirmed digital advertising reservation for one or more of the outlets listed above is required prior to the Student Life Communications team initiating this creative asset.
Design
- 1920 x 1080 (horizontal TV displays)
- 1200 x 630 graphic or photo for newsletter
- Optional interior add-on: 1080 x 1920 (vertical TV displays outside Trabant Lounge)
- Optional exterior add-on: 880 x 352 (exterior LED patio displays outside of Perkins and Trabant)
Web
- Support for submitting and publishing the event on the UD Events Calendar
Newsletter
- Week of feature in Blue Hen Life
Social
- One (1) Instagram Story post (leading up to or day of event)
Multi-channel promotion for event series or awareness campaigns (Please note: This package would require a six-week lead time for delivery)
Stipulation: Selection of this package requires agreement to utilize Student Life department advertising screens (Center for Intercultural Engagement, University Student Centers, Wellbeing Center). Proof of a confirmed digital advertising reservation for one or more of the outlets listed above is required prior to the Student Life Communications team initiating this creative asset.
Design (Digital)
- 1920 x 1080 (horizontal TV displays)
1200 x 630 graphic or photo for newsletter
- Optional interior add-on: 1080 x 1920 (vertical TV displays outside Trabant Lounge)
- Optional exterior add-on: 880 x 352 (exterior LED patio displays outside of Perkins and Trabant)
Design (Print)
- 45 posters, 11 x 17" (For all residence halls. Distribution plan required.)
- The initial distribution for the below materials will include 100 items. If additional materials are needed, requestors may order a reprint directly through UD Printing.
Choose one of the following:- 4 x 6" (brief, promotional flyer)
- 5.5 x 8.5" (promotional, space for bullet points)
- 8.5 x 11" (informational, space for blurbs)
Web
- Support for submitting and publishing the event on the UD Events Calendar
Newsletter
- Week of feature in Blue Hen Life
Social
- One (1) feed post (May be a recap post depending on photo availability)
- Instagram Story post (leading up to or day of event)
- Live intern coverage (pending intern availability)
Multimedia
- Photography coverage (availability pending on SL Comms interns; 1–2 hours max)
High-visibility, campus-wide events (Please note: This package would require a ten-week lead time for delivery)
Stipulations:
- Target audience size required (approx. 100 or more)
- Audience type and visibility goals must be defined
- Target budget required
- Event must be a UD-run and UD-organized event
- Departmental leader approval is required before implementation
- Selection of this package requires agreement to utilize Student Life department advertising screens (Center for Intercultural Engagement, University Student Centers, Wellbeing Center). Proof of a confirmed digital advertising reservation for one or more of the outlets listed above is required prior to the Student Life Communications team initiating this creative asset.
Design (Digital)
- 1920 x 1080 (horizontal TV displays)
- 1200 x 630 graphic or photo for newsletter
- 1280 x 534 website hero background
- Optional interior add-on: 1080 x 1920 (vertical TV displays outside Trabant Lounge)
- Optional exterior add-on: 880 x 352 (exterior LED patio displays outside of Perkins and Trabant)
Design (Print Materials)
- 45 posters, 11 x 17" (For all residence halls. Distribution plan required.)
- One (1) large welcome poster, 24 x 36" (displayed on easel at event)
- The initial distribution for the below materials will include 100 items. If additional materials are needed, requestors may order a reprint directly through UD Printing.
Choose one of the following:- 4 x 6" (brief, promotional flyer)
- 5.5 x 8.5" (promotional, space for bullet points)
- 8.5 x 11" (informational, space for blurbs)
- Optional print add-on: Select one of the University Student Centers Print Advertising locations. Proof of a confirmed print advertising reservation is required.
Web
- Hero banner on department web page
- Support for submitting and publishing the event on the UD Events Calendar
Newsletter
- Two-week lead-up promotional placement in Blue Hen Life
Social
- One (1) feed post (May be a recap depending on photo availability)
- Instagram Story post (leading up to or day of event)
- Live intern coverage (pending intern availability)
Multimedia
- OCM or SL Comms photographer for day of event (availability pending on SL Comms interns; 1–2 hours max)
Lead Times
SL Comms is committed to doing our best to meet requested deadlines, however we cannot honor requested deadlines if we do not have complete or accurate information during the agreed upon timeline and/or if we are not given enough lead time for the project. The SL Comms Project Coordinator will reach out to you if a submitted request is incomplete and/or the requested deadline cannot be met for any reason.
Annual Event Lead Times:
| Annual Event | Event Date | Submit Requests by |
|---|---|---|
| Summer NSO | June–July | Early March |
| RA Fair | August | Early June |
| Fall opening (Move-in, Welcome Days, Welcome messages) | September | Mid June |
| I Heart UD Day | May | Late March |
| Spring NSO and Welcome Days | February | Mid November |
Sample Project Lead Times:
| Project Type | Lead Time |
|---|---|
| Multi-page print material | 4–6 weeks (including printing) |
| Multi-page digital designs and multimedia campaigns | 2–4 weeks |
| Single-page print or digital materials | 2–10 days |
| Web copy edits or small updates | 1–2 business days |
| New web pages or page redesigns | 7–10 business days, plus time for content development |
| Website redesign | Project specific |
| Photography and videography | Project specific |
| Storytelling/featured stories (initial draft) | 2–4 weeks |
| Social media posts | 1–3 weeks |
| Newsletter inclusion | 1 week prior |
| Environmental branding projects | Expect longer lead times as time depends on project complexity |
Accessibility
Accessibility is of the utmost importance to the University and the Division. SL Comm works hard to ensure all of our materials are accessible and meet University standards. This includes, but is not limited to alt text on digital images and color contrast on web pages and creative elements, etc. Learn more about the University’s accessibility policies.
Bit.ly Links and QR Codes
For tracking purposes the SL Comm team will use Bit.ly links and QR codes. Please do not create your own Bit.ly links or QR codes.
If either of those elements is necessary for tracking purposes in campaigns, the SL Comm will create those for your project from our central account. This will allow for better tracking of metrics and benchmarking of campaigns.
Please also note that QR codes are for print campaigns only and should not be used for digital campaigns.
Brand Adherence
The most effective way we can realize our goals is to communicate through one voice and one cohesive institutional brand. By doing so we showcase our amazing activities and achievements happening throughout the University.
UD’s Office of Communications & Marketing (OCM) maintains style guidelines to help all those working at and with UD to be the best stewards of its image, reputation and story throughout the world. Be sure to check these links often, as changes are made frequently.
- UD Brand Style Guide
- UD Editorial Style Guide
- UD Logos
- UD Fonts (OCM Request Form)
- UD Digital Standards
Please note that the University brand standards are periodically updated by OCM which may result in the introduction of new elements and/or the retirement of legacy elements. While we will do our best to protect the identity of both the University and SL, we can not guarantee that historically approved design elements will continue to be approved.
UD Branded Presentations
UD branded templates for presentations can be found on OCM's website.
Student Life Identity
It is not of the utmost importance that students be able to name all of the units within the Division of Student Life, but it is important that we have a strong Divisional identity and adhere to the UD brand.
One unified voice is always going to be stronger than multiple voices pushing their own work or resources, thus competing with themselves for the same audience.
We seek to elevate the work of Student Life through providing a louder, stronger unified message that promotes all of the work of the Division in a strategic, coordinated and purposeful fashion.
Being a part of a whole—of the Division, of the University—will make it possible for us to stop competing against ourselves for the attention of our student body and drive their attention in the direction that we desire, thus being able to better promote the work of each unit and break through the “noise” and better reach our student audience.
Crisis Communication and World Events
The Division will not make any public statements without institutional approval.
The Director of Communication, Student Life will coordinate with OCM to find out what messaging the President and institution are going to release.
In most cases the Division will amplify and mirror the official University statement.
If additional information needs to be shared or the message needs to be reinforced for our student audience, the details of that communication will be handled by the SL Comm team with approval from OCM.
Digital Signage
Appspace is the supported digital signage content management system. We share the license cost with other departments across campus. License fees are charged to each department per device.
If you are interested in implementing digital signage for your area or adding additional displays, please reach out to the Web and UX team. We can provide information on software pricing, and assist with the coordination of purchase, installation and training.
Graphic design requests for digital ads must be submitted through the SL Comm Project Request Form.
Advertising in the Student Centers
Requests for digital ad space in the Student Centers must be submitted through the digital ad request form (fees apply!).
If a digital ad design does not meet the requirements established in the guidelines, it will not be placed on the digital screens.
For more information, see the Student Centers' Digital Signage Procedures, Pricing and Locations.
Email Signatures
Email signatures should follow the University guidelines and can be generated through the UD Email Signature Generator.
Event Promotion
We do our best to look for events that appeal to UD students in multiple places, however the most efficient way for your event to receive attention is to submit it through the project request form to be featured in the appropriate newsletters.
Please be sure that when events are submitted the information is complete as possible (i.e., it is already submitted to Student Central or Localist and details for obtaining tickets or RSVPing are available).
All events must be added to the main UD events calendar. For assistance, please contact Stephanie Clatworthy at sclat@udel.edu.
Headshots
Headshots for professional staff within the Division of Student Life are handled through OCM. Individual headshots cost $25 and can be scheduled through the steps below:
- Step 1: Please use this Google calendar to view the open appointments as of today.
- Step 2: When you are ready to schedule, please make sure to submit a photo shoot request webform, using the date and time you selected in Step 1.
If headshots are needed for three or more staff members, then a request must be made through OCM’s photo request form to better coordinate the photographer and staff scheduling.
Interview Requests
Requests to be interviewed must be approved by the Media Relations Team in OCM.
Student requests must be submitted through the Student Journalist Interview Request form.
For non-student requests, email media-relations@udel.edu.
Name Badges
Name badges should be ordered by the department or unit, through University Printing.
Format should be as follows:
- Full Name, Credentials (pronouns)
- Title
- Department/Unit name
- Division of Student Life
- University of Delaware
Paying for Purchases / Purpose Code Requests
The party requesting services will be expected to provide a purpose code and pay for any costs associated with output of the requested project (i.e., costs of printing posters or wall clings, fees for hanging window clings, etc.).
SL Comm will do our best to provide a cost estimate at the beginning of the project. Please note that items such as wall clings and banners have a significant cost associated with them and will need to be budgeted for accordingly. If you are unsure of what to expect for the cost associated with your requests, please note that in the project request form and SL Comm is happy to provide an advanced quote.
Printing & Production
Student Life Communications uses a tiered print production model to ensure projects are produced efficiently, within brand standards, aligned with campus advertising policies and accessibility standards.
After a design is approved, printing responsibility shifts based on project type. Some projects are fully managed by SL Comm, while others move to a guided self-service model for departments and student groups.
This system protects timelines, reduces cost and ensures compliance with University policies while still allowing departments flexibility for simple print jobs.
The Creative Communications Guidelines and Procedures explains how printing works, what you receive and when SL Comm must coordinate production.
Project Submissions and Timelines
Your in-hand date/due date should be at least 3–4 weeks before your event date to ensure accurate print and digital promotion. This is due to the time it takes for project confirmation, content reviews, approval processes, production and printing times.
Project completion varies by project. Please see our sample lead times.
A project request for a new project should always be formally submitted. This ensures that your project is properly tracked in our queue and gets to the correct team promptly. If you do not have the details ready for your project and need to have a meeting, please select “brainstorm meeting” on the form.
Yes, your project can be canceled if key details are missing (i.e., images, copy, graphic size, etc.), and the project requestor has not been responsive in providing the details needed to move the project forward. The project coordinator will always reach out before canceling a project to inform the requestor of the date the project is set to be canceled.
Projects can be put on hold indefinitely if the project requestor is actively communicating with the project coordinator but more time is needed to get content or details required for the project to move forward. On-hold projects will stay in the project queue and be reevaluated at the end of each semester. The project coordinator will reach out to the requestor and confirm if the project will be placed on hold again or if the project will be terminated and a new project submitted once the requestor is ready for the project to begin.
No, quick web edits can be emailed directly to sl-web-team@udel.edu. Turnaround time is typically within one business day. Note, this email address is for confirmed edits only. Web projects or potential web pages still in the planning phase should be sent via the project request form.
Please send all project-related questions to Breashia Hazell at bhazell@udel.edu.
Costs and Payments
Each department is responsible for payment of their project request. The SL Comms team will provide a quote before projects are placed into production. UD Printing projects require the department's purpose code and user field. Projects with external vendors require payment through UDX or pro cards. Please see our promotional item ordering processes.
SL Comms photography is free of charge. Please note, SL Comms currently has one main photographer and a few photography interns; photography coverage is not guaranteed and is based on the availability of the photography team.
Printing and Order Pickup
If you submit a project to SL Comms that requires printing one of our creative designs, our team will submit that project to printing for you unless you otherwise requested.
All printing projects submitted to UD Printing must be picked up by a member of your team. Please view the University Printing website for hours and location.
The SL Comms team serves as an additional resource to assist with managing printing projects that we have developed. If SL Comms has already approved your project, you are welcome to submit print or re-orders directly to the Printing Office.
For new print requests or re-orders where you would like SL Comms support, please submit a new Project Request Form. This ensures that a new task is created and allows the quoting and approval process to move forward efficiently.
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