Providing Content to Institutional Communications

When beginning a project, submitting accurate and comprehensive content is key. It allows Institutional Communications to gain a holistic understanding of your objectives, messaging and vision in order to create and deliver an effective product tailored for your target audience. Content consists of text, photography and logos/artwork. Please review the submission guidelines for each, as well as an overview of the approval and editing process, below.


Submission Guidelines

Content Approval

All content must have approval from the appropriate department or division head and be in its final state before it is submitted to Institutional Communications. Final state means that all of the below were executed.

How to Provide Text

All text should be provided to Institutional Communications in a Word document. If you have comments or notes for the Institutional Communications team - such as formatting preferences, photo usage, etc. - please provide the notes in red text at the top of the document or use the comment feature.

Writing Tips

  • Determine your audience(s). Are you trying to connect with current or prospective students, parents, faculty, staff, the general public, or any combination of these? Make your message clear and understandable so that it will resonate with those who are intended to read it.
  • Begin by creating an outline to organize your thoughts and ensure the content addresses your key messages.
  • Review the UWF Editorial Style Guide to ensure your writing style is consistent with that of the University.  
  • Consider the intended shelf life of your publication or advertisement when writing content. The longer your content remains current, the more copies you can print or the more times you can run your ad. When appropriate, consider driving readers to a website where information that changes frequently can be updated regularly, rather than including those details in your content.
  • Verify your facts:
    • Check spellings of names
    • Check titles of people, departments, centers, etc.
    • Ensure all URLs work
    • Check addresses and phone numbers
  • Carefully edit and proofread your project and have others in your unit, department or division review before finalizing.

How to Provide Photography

All photography should be provided to Institutional Communications in an email attachment or zip file and should be at least 300 PPI (Pixels Per Inch). Photography should not be embedded within other documents or presentations or downloaded directly from social media sites or online image searches.

Institutional Communications maintains an extensive photo library as a resource for University divisions, colleges and departments. The library is organized into categories to streamline the search process. Please visit the UWF Brand Portal for photography resources, including access to Institutional Communications' photo library and tips on shooting your own photography.

How to Provide Logos and other Artwork

The official University logos, marks and nameplates are the primary identifiers for the University of West Florida. Institutional Communications will follow all logo standards as outlined in the brand portal in order to maintain consistency. If a partner logo needs need to be included, please provide an EPS file. An EPS (Encapsulated PostScript) file is a graphics file format used in vector-based images. EPS file names end in .eps, rather than .jpg, for example. If possible, please also provide partner logos with terms of use and brand standards.

The Editing Process

Proofreading and editing will be provided by Institutional Communications to ensure consistency of University messaging. If significant changes are necessary due to questions or clarification, Institutional Communications will return content for revisions before moving forward with the design process.

Once the project is designed, Institutional Communications will provide two rounds of revisions to allow for feedback. Please follow the below rules when providing edits:

  • Edits to PDF files must be made using the highlighting/comment feature in Adobe Acrobat Pro. Please do not make changes within the PDF, as the designer will not know what text was changed.
  • Consult with all involved in the project that have final approval and collect all edits to send in one email. Please do not send incomplete edits or one-off edit emails.

Examples of Effective Content Submissions

The examples that follow are the finished products of successful content submissions. They are consistent with our visual identity and adequately reflect the UWF brand. Please review to see the types of content included on each piece.

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