Contents
Identity
Program and Standards Policy
Newsletters and
Other Printed Materials
Identity
Program and Standards Policy Committee
College of Agricultural and Environmental
Sciences
At the request of Dean and Director Gale A. Buchanan, a study has been undertaken to identify the various ways that departments and units within the College of Agricultural and Environmental Sciences identify themselves to each other and to the public at large. The committee's findings should surprise no one: plethora of names, logos, letterheads and abbreviations are being used to identify the College. This results in a confusing, inconsistent identity presentation. Some units within the College even fail to mention their affiliation with the University of Georgia or with the College of Agricultural and Environmental Sciences.
The committee was charged by Dean Buchanan to propose guidelines for the use of an identity system for the College of Agricultural and Environmental Sciences. The purpose of this policy is to assist all departments, units, etc., in projecting a single, unified identity to every constituency, reflecting the efforts to consolidate programs and services under the umbrella of the CAES.
The presentation of unity is considered crucial to the future success of marketing and fund-raising efforts undertaken by the College of Agricultural and Environmental Sciences. The Dean stated that "to ensure our clientele – students, alumni, media and citizens – easily understand and recognize who we are today, I believe that it is imperative that we establish a visual image that clearly communicates in a consistent manner the breadth and strength of our programs in Athens as well as the newly designated regional campuses in Griffin and Tifton."
The Identity Program and Standards Policy Committee hereby recommends the following policy for implementation, effective July 1, 1999.
Gale
A. Buchanan
Dean
and Director
Official Correspondence
1. All general correspondence should adhere to the current logo policy of the University of Georgia, whereupon the official UGA logo appears centered at the top of the page, in two colors, followed by the words "College of Agricultural and Environmental Sciences."
The return address, telephone and fax numbers, along with the EEO statement, can be centered at the bottom of the page (Sample A, which is the recommended, most economical version) or a name, address, and telephone and fax numbers can be included at the top of the page – flush with right and left margins – with the EEO statement centered at the bottom of the page (Sample AA). The envelope for this stationery (Sample B) also is governed by the existing university policy. Sample items (A, AA and B) are attached.
2. All federally governed "penalty mail" correspondence under which the Cooperative Extension Service operates should use the new format as proposed herewith:
The university arch logo shall appear in the top left corner. The words "The University of Georgia" appear first and at the top of the page, followed by "College of Agricultural and Environmental Sciences" on the second line and ending with "Cooperative Extension Service" on the third line.
Centered wording at the bottom of this letterhead must say, "Putting Knowledge to Work," followed by "College of Agricultural and Environmental Sciences, College of Family and Consumer Sciences, Daniel B. Warnell School of Forest Resources, College of Veterinary Sciences" and then by "The University of Georgia and Fort Valley State University, the U.S. Department of Agriculture and counties of the state cooperating. The Cooperative Extension Service offers educational programs, assistance and materials to all people without regard to race, color, national origin, age, sex or disability. An equal opportunity/affirmative action organization committed to a diverse work force." See Sample C. Envelopes for this stationery option must have specific, federally mandated penalty mail wording, as shown in Sample D.
It is recommended that individuals include their address, phone and fax numbers and e-mail address in the body of the letter because this letterhead does not provide for that information.
Each department and unit should coordinate ordering its own letterhead and envelopes, all of which should adhere to one of the attached samples.
3. All business cards for employees of the University of Georgia should adhere to existing university business card standards. To ensure consistency in ink color, paper stock and typography, the logo committee strongly recommends that all College business card orders be coordinated through the UGA procurement office. See Sample E.
Newsletters and Other Printed Materials
Newsletters, brochures, flyers and other printed materials offer each department, program and project an outlet to share timely information, promote events and explain programs. Each department, program or project controls the mailing list, content, style and design. Each printed piece issued from the College of Agricultural and Environmental Sciences should meet certain minimum standards.
Identity
A printed piece must have "the University of Georgia," the copyrighted arch design (used according to UGA guidelines) and the College of Agricultural and Environmental Sciencesâ name displayed prominently. It may be used on the cover, front page or inside cover, along with the program, department or project name. For Extension Service newsletters that are sent through penalty mail, "Cooperative Extension Service" must appear on the letterhead.
Program requirements
Include certain legal statements in printed materials, depending on funding for the program. There is no minimum font size requirement:
- Extension programs should include the cooperative statement that reads, "The University of Georgia and Fort Valley State University, the U.S. Department of Agriculture and counties of the state cooperating."
- The affirmative action statement reads, "An equal opportunity/affirmative action organization committed to a diverse work force."
- Extension programs should include, "The Cooperative Extension Service offers educational programs, assistance and materials to all people without regard to race, color, national origin, age, sex or disability."
Penalty mail
Annually, Congress appropriates funds to the USDA to mail extension materials, which then allocates it to state extension systems using a formula. Through agreement with the Postal Service, the USDA pays the mailing costs on behalf of the states. If an item is to be distributed using penalty mail, it is subject to various federal rules and regulations.
All materials being mailed using the penalty mail privilege must contain one of two things: the name, title and signature of an extension faculty member with penalty mailing privilege or the indicia. The indicia statement is reserved for publications and other more permanent printed material. The indicia statement reads: "Issued in furtherance of Cooperative Extension Service work, Acts of May 8 and June 30, 1914, in cooperation with the United States Department of Agriculture."
A complete penalty mail handbook is available from the College's penalty mail officer.
Top quality
All materials for the public should be prepared with consideration for the reader, including reading level, clarity, content and design. They represent the College of Agricultural and Environmental Sciences and the University of Georgia to the people of Georgia, so they should meet the highest design standards possible.
Media Contacts
1. The name of the College of Agricultural and Environmental Sciences should be included in all news releases or other communications with media when media standards permit.
2. The full name of the College, "the College of Agricultural and Environmental Sciences," should be used in the first reference when media standards permit. Subsequent references may refer to "the College" or use the acronym "CAES."
3. Mention of units, divisions or campuses of the College of Agricultural and Environmental Sciences should clearly indicate their identity as part of the College when media standards permit.
For example, "Paul Thomas, an Extension Service horticulturist with the University of Georgia College of Agricultural and Environmental Sciences."
4. References to units, divisions or campuses of the College of Agricultural and Environmental Sciences should use the names recommended by the College administration or a shortened form of these names.
For example, "the Tifton campus of the College of Agricultural and Environmental Sciences," or "the Tifton campus."
5. The Education, Communication and Technology unit of the College of Agricultural and Environmental Sciences should be responsible for advisement of the College identity guidelines that apply to media relations and publication. Faculty and staff should be informed of this responsibility and encouraged to contact this office for guidance in these areas.
Abbreviations
For colleges, companies, associations, organizations, etc., use the official name on first reference. On second reference, an abbreviation or acronym may be used if its meaning will be clear to the reader. Do not insert an abbreviation in parentheses following the full name; if such clarification is necessary, do not use the abbreviation at all.
Capitalization
Following both Associated Press and the University of Chicago style, do not capitalize the "t" in "the" University of Georgia except at the beginning of a sentence or within a title.
For example, "She teaches at the University of Georgia."
For material that is released to the news media or appears in Columns, when the words "the university" stand alone and refer to the University of Georgia, use a lower case "u" in the word "university."
For example, "Enrollment at the university set a record this quarter."
In publications and documents, when the words "the University" or "the College" stand alone in a sentence and obviously refer to this university or this college, it is acceptable to use a capital "U" in the word "University" and a capital "C" in the word "College." (She joined the faculty at the University in 1970.) Either style is acceptable; be consistent throughout the publication.
Signage
The standardization of signage for the College of Agricultural and Environmental Sciences involves many campuses and all county extension offices throughout the state.
The Cooperative Extension Service purchased signs in 1995 for the county offices. The format used for these signs is acceptable. They must meet College requirements when replaced.
Building signs at the Athens campus and all off-campus locations must adhere to the University of Georgia standards. The building signs must be replaced on an as-needed basis.
Parking, handicap, restroom or other signage must conform to either the U.S. Department of Transportation Manual on Uniform Traffic Control Devices Standard or Americans with Disabilities Act standards. DOT standards include 0.080 gauge aluminum signs covered with Approved Engineer Grade (SEG) reflective sheeting for all street and parking signs. ADA standards include 6" pictogram with verbal description, 1/32" raised letters and numerals, 5/8" minimum letter height, raised grade 2 Braille, and 70 percent contrast between background and text for all handicap, restroom or other signage. All other signs can be made of metal or Duraply.
The use of the Georgia Correctional Industries, the University Physical Plant Sign Shop, the Tifton Campus Physical Plant or the Griffin Campus Physical Plant are required for the construction of any or all signs. All sign purchases should be routed through the unit heads to the Education, Communication and Technology Unit for selection of the appropriate and least expensive vendor.
All signs should be replaced on an as-needed basis to reflect the proper image of the College of Agricultural and Environmental Sciences.
Entry Way and Main Campus Signs
1. All signs must have a ratio that is neither greater than 3.20 nor less than 1.75 (ratio: divide the length by the height).
2. All signs must include "The University of Georgia" with the "College of Agricultural and Environmental Sciences" following immediately underneath. This lettering should be placed at the TOP of the sign.
3. All signs must meet University of Georgia standards for colors and lettering.
Sign Sizes
Entry way signs: no smaller than 4' x 8'
Building signs: University of Georgia standard
Sub-building signs: 12" x 36"
Tract signs (example: for an entire farm): 4' x 8'
Section signs (example: sections within a farm): 3' x 6'
Field signs (example: fields within a section): 2' x 4'
Block signs (example: blocks within a field): 1.5' x 3'
Plot signs (example: plots within a field): 1' x 2'
Wording for Signs (examples)
Entry way signs |
| The
University of Georgia |
Building signs |
|
MILLER PLANT SCIENCES BUILDING |
Sub-building signs |
| HORTICULTURE
GREENHOUSES |
Tract |
| Ponder
Farm |
| Section |
| Pecan Research |
| Field |
| Pecan
Entomology Research |
| Block |
| Pecan
Aphid Research |
Plot |
| Pecan
Aphid Control with Tempo |
Obtaining SignsYou may contact the Education, Communication and Technology Unit for assistance in obtaining signs.
The person who requests the sign is responsible for having the sign constructed, paying all costs involved and delivering it to an appropriate place for lettering. However, construction of signs also can be arranged through the Education, Communications and Technology Unit, when possible.
Telephone Answering and Messaging
It is not mandatory that the "College of Agricultural and Environmental Sciences" name be used when faculty or staff answer the telephone at the departmental or unit level. It is recommended that the "College of Agricultural and Environmental Sciences" name be incorporated on all voice mail, electronic systems and answering machine messages. The acronym CAES may be used whenever feasible in answering the telephone. Cooperative Extension Service offices located in individual counties throughout the state may continue to use the mandated policy for answering the telephone (example: Georgia Extension Service at __________ County).