Please read below and find all of our policies and procedures on this webpage. If you have any questions, you can email Communications@hssu.edu
\r\nCampus Email Announcements
\r\nIt is the policy of Harris-Stowe State University to coordinate all mass email announcements through the Office of Communications and Marketing. Only announcements that pertain to University business or sponsored activities can be distributed via the Hornet email system. Limited exceptions are announcements of community events that may be of interest to the campus community.
\r\nThe Department of Public Safety may send some messages regarding campus safety, and the Office of Information Technology will issue those messages that are information technology-related.
\r\nCampus email announcements fall into three groups: All-Faculty, All-Staff, and the Student Group email list.Before submitting an announcement for campus-wide distribution, approval must be obtained from a department supervisor, chair, director, dean, or vice president. After supervisor approval, announcements should be sent to Communications@hssu.edu. All announcements should be submitted at least one week before the desired date of distribution. The Office of Communications and Marketing manages the Weekly Hornet Buzz, which delivers campus activity information to student, faculty and staff inboxes each Monday during the academic year. To manage the volume and improve our outreach, email messages intended to reach the entire campus will be scheduled on Mondays. Requests for emails need 2-3 days advanced notice at minimum.
\r\nThe Office of Communications and Marketing reserves the right to modify or format messages following best practices.
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Creative Services Project Request
\r\nThe Office of Communications and Marketing provides a few marketing and communications services to the campus community. These services include:
\r\nA Project Request Form must be completed before work begins. The Project Request Form can be found on the University Relations webpage or at https://my.hssu.edu/eradmods/eradprofiles/370/live/eradproid370.cfm?CFID=5415847&CFTOK EN=628d257ac15064a1-C9DF83BE-5056-B65A-21F8AEDFCD742DD2.
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All requests will be reviewed upon receipt. The requestor will then be contacted by our staff within three (3) business days to discuss project requirements, timelines, and resources.
\r\nTimelines for different projects vary based on complexity, and additional factors including the urgency of need and the Office of Communications and Marketing current workload can affect production times.
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External Media
\r\nPublic awareness and support of HSSU and its traditional activities are well promoted due to the lasting relationships that have been formed with local media. Media have expressed an interest in distinctive initiatives and events that are unique to the culture of Harris-Stowe, therefore emphasizing that not all news being released will be covered by our media partners. The Office of Communications and Marketing strives to disseminate information in a cooperative and coordinated manner to those media outlets making requests. The university’s media procedure is based on a commitment to provide accurate and timely information to which the media and the overall public are entitled.
\r\nThe Office of Communications and Marketing shall be responsible for all contact made with the news media, including creation and distribution of information relating to general urgent university news or topics requiring an institutional response. Upon approval of the Office of Communications and Marketing, some designees may be authorized by the OCM to distribute specific information to the media.
\r\nNews releases related to the institution or its respective units shall be edited (if they were not originated in, approved and/or distributed by the OCM department. Not all things will be deemed newsworthy, and it is with the discretion of the Office of Communications and Marketing that news releases will be written and issued. Those items that are not academic or student centered or have no direct correlation with the university will likely not be considered for coverage. News conferences shall be coordinated by the OCM department.
\r\nThe President, Chief of Staff, or Director of Communications and Marketing will serve as the official University spokespersons unless otherwise indicated by the university Board of Regents or president, and conveys the official position of the university as it relates to significant issues, those that may have a large community impact or may be controversial or sensitive in nature. Inquiries from the media that may be directed toward certain departments regarding such issues should be immediately referred to the Office of Communications and Marketing.
\r\nIn the instance of an “expert” media opportunity, the Office of Communications and Marketing will determine which individual is best suited to offer their professional expertise on the matter requested by the media. During such situations, at the advisement of the Office of Communications and Marketing, faculty and staff are free to respond to requests from the media regarding their research, scholarship, teaching or professional expertise. This practice ensures
\r\na coordinated response and also assists the Office of Communications and Marketing in building relationships with various media and highlighting the university’s notoriety.
\r\nShould a member of the media contact a faculty or staff member to speak about matters related to the college, faculty and staff, and / or students, the inquiry should be referred to the
\r\nOffice of Communications and Marketing. The authorized spokespersons for HSSU
\r\nare listed the following:
\r\nUniversity President: (314) 340-3380
\r\nVice President and Chief of Staff: (314) 340-446-7562
\r\nDirector of Communications and Marketing: (314) 340-3911
Media Access to Campus
\r\nMedia access to Harris-Stowe’s campus requires prior approval from the Office of Communications and Marketing. Without prior permission, access to classrooms, offices, event space, and all residence halls is prohibited.
\r\nAll media interviews with faculty, staff, or students must have prior approval from the Office of Communications and Marketing. A representative from the Office of Communications and Marketing must accompany the media representative to the interview.
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Photography and Videography
\r\nIt is the policy of HSSU that ALL photography or filming on HSSU’s campus or at any HSSU event is approved in advance, this includes but is not limited to photography or filming for instructional purposes, commercial, news media, or event purposes. The Office of Communications and Marketing must grant written permission before any photography or filming can take place. All request must be submitted a minimum of one week in advance.
\r\nVisitors to campus are welcome to take photographs for their personal use. Personal photos may be taken by students, parents, faculty, staff, alumni, and other visitors provided they are used exclusively for non-commercial purposes and do not interfere with University operations.
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Photo and Video Release
\r\nHarris-Stowe State University does not require written photo releases for individuals in photos or videos taken at public events. However, a photo/video release is needed for photos or video of children under the age of 18 years old, and for photos that may later be used for advertisement or marketing purposes. A copy of the University’s Photo and Video Release Form can be found at http://go.hssu.edu/ae/aefiles/95/HSSUPhotoVideoReleaseForm.pdf.
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Printing
\r\nTo ensure that HSSU’s brand is portrayed in accordance with the visual standards outlined in the University’s Brand Standards Identity Guide. The Office of Communications and Marketing must review all printed materials that will be distributed to the general public, campus community or utilize the University logo; this includes, but is not limited to, brochures, flyers, posters, magazines, newsletters, and signage.
\r\nThe Division of Student Affairs must first approve student marketing pieces before they are submitted to the Office of Communications and Marketing for review. All request for approval along with associated documents should be emailed to Communications@hssu.edu before printing.
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Social Media
\r\nThe Office of Communications and Marketing oversees Harris-Stowe State University’s presence on key social networking sites (including Facebook, Twitter, Instagram, LinkedIn, YouTube, and TikTok) and will evaluate whether to launch a presence on new sites as they become available.
\r\nOnly University-wide information deemed relevant to various Harris-Stowe audiences will be shared via the primary social media outlets. Any existing websites or pages that represent Harris-Stowe are reviewed routinely and may be amended or, when necessary, removed.
\r\nIf your department or organization wants to have its own social media page, Social Media Department/Organization Request form must be completed and sent to The Office of Communications before the page is created.
\r\nThose looking to create an account, must meet with the Digital Media Specialist in the Office of Communications and Marketing to discuss the university social media policies, strategy, goals, and messaging for the desired media.
\r\nAll official social media accounts are required to register with the Office of Communications and Marketing.
\r\nAs part of the registration process, it is required that you provide the name, phone number, and email address for the account manager (advisor) and a backup manager. In addition, the username & password for said account will also have to be provided. If the account manager chooses to decline, usage of Harris-Stowe, HSSU, or any alternate Harris-Stowe State University name will have to be removed from the accounts handle.
\r\nAdministrative access and passwords for University social media accounts must be maintained and surrendered to a University leader (director, dean or vice president) if the current social media manager, whether a student or employee, leaves the department, division or University.
\r\nAll laws under the Family Educational Rights and Privacy Act (FERPA) must be followed.
\r\nDownload a copy of the Harris-Stowe State University Social Media Policy here.
\r\nFlyer and Leaflet Approval and Posting
\r\nHarris-Stowe State University (HSSU) allows the posting and distributing of information of general interest to those in our campus community. However, posting or distributing materials at HSSU does not imply endorsement or liability for material contents on the part of the University. The following procedures apply to departmental, student, and community organization materials posted or distributed at HSSU. All material must be approved and stamped by the Office of Communications and Marketing before shared with the campus community.
\r\nUniversity employees may post or distribute materials of interest to students with supervisor (dean or director) and the Office of Communications and Marketing approval. Employees are responsible for removing materials when they are no longer relevant.
\r\nHSSU student organization materials must be sent to the Office of Student Engagement for initial approval, who will forward them to the Office of Communications and Marketing for final approval. After appropriate approvals, the originating student organization will post or distribute materials. Students are responsible for removing materials 48 hours after their scheduled event.
\r\nCommunity materials must be sent to the Office of Communications and Marketing for approval. Personnel from the Office of Communications and Marketing will remove the materials when they are no longer relevant.
\r\nMaterials may not be posted or distributed if they are obscene, defamatory, or advocate the deliberate violation of a federal or state law or published university policy. In addition, materials may not be posted or distributed on exterior fixtures of any vehicle. Materials cannot be posted in areas such as glass doors to buildings, hall walls, windows, bathrooms, and inside classrooms unless the Office of Communications and Marketing gives prior consent.
\r\nUnapproved postings will be removed by the Office of Communications and Marketing personnel. Additionally, any posting that is more than one month old will be taken down unless prior arrangements are made with the Office of Communications and Marketing.
\r\nHSSU employees and student organizations wanting to post or distribute their materials at the HSSU campus must go through the approval processes noted above. General questions about this policy can be directed to the Office of Communications and Marketing at Communications@hssu.edu (314) 340-3391.
\r\nPlease find our Flyer and Leaflet Approval and Posting Policy here.
\r\nFaculty, Staff and Student Accomplishments
\r\nThe accomplishments of faculty, staff and students are shared in a variety of ways- through feature stories, social media platforms, press releases, newsletters, and other publications. Accomplishments, ideas for news stories or initiatives that may be of interest to the public or news media may be submitted by completing a Campus Accomplishments, Initiatives, and News (CAIN) Report at http://www.hssu.edu/CAIN.
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Please direct all questions or concerns to the Office of Communications and Marketing at (314) 340-3391 or Communications@hssu.edu.
\r\nRevised Spring 2023
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