Communications Standards

COMPREHENSIVE GUIDE

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• Overview

• Logo and Graphic Identity Guidelines

• Editorial Process

• Editorial Style Guide

• Writing Tips

• Dealing with the Media

• Speakers’ Bureau

• Online (Websites and Social Media)

Communications StandardsCOMPREHENSIVE GUIDE

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Georgia Health Sciences University Communications Standards are designed to strengthen the university’s communications with internal and external audiences through its visual identity and editorial style guide.

Certain GHSU materials, such as magazines and the university-wide Annual Report, can be produced only by the Office of University Communications.

Smaller-scale materials can be produced in other departments, but those representing GHSU for an external audience or mass GHSU audience must be approved by the Office of University Communications for visual and editorial content before printing, broadcasting or Web publishing.

To ensure quality and compliance with GHSU Communications Standards, assistance at the beginning of the production process is highly recommended. Delays will likely result if extensive revisions are needed at a late stage of production.

GEORGIA HEALTH SCIENCES UNIVERSITYCOMMUNICATIONS STANDARDS

Materials that require review include:

• Newsletters*• Brochures*• Advertisements• Letterhead*• Businesscards*• Catalogs• Handbooks• Books• Recruiting/promotionalvideos• Broadcastadsandpublicserviceannouncements• Direct-mailmaterials• Invitations• Announcements• Flyers• Posters• Tickets• Externalsurveys• Webcontent• Labcoatembroidery/patches• Promotionalitems/giveaways• PowerPointbackgrounds

*Useapprovedtemplatesonly.Visitwww.georgiahealth.edu/identity

Materials excluded from the review requirement include:

• Privatecorrespondence• Contributionstoscientificjournals• Grantapplications• Campussurveys

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LOGO AND GRAPHIC IDENTITY GUIDELINES

Several components comprise our logo. Whenever possible, the logo should appear as a complete entity. The following definitionsareprovidedtoexplainitsparts.

Icon wordmark

logo

Minimum Size1/2”

Signature SystemA logo is the cornerstone of a visual identity program. Optimal recognition and perception of GHSU requires adherence to a family of logos, or signature system as outlined. The logo should appear in the two primary colors, whenever possible.Italsoshouldappearnosmallerthan1/2”tall.

Please contact the Office of University Communications for special exceptions.

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Special Uses n n n n

Forspecialusessuchasglassware,embroidery,etc.,thelogomayappearinalldarkblue,allblackorwhite(reversedout). It may also be foil-stamped, watermarked and screened.

All special uses must get approval from the Office of University Communications.

This logo is not to be confused with the university seal. The seal is reserved for formal documents and should not be used without permssion from the Provost.

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Secondary Signatures

Sub-brandsareavailablefortheCollegesandmajorcenters.

Sub-Brands

The following subbrands have been officailly approved by the President and Provost.

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Medical College of Georgia

College of Allied Health Sciences

College of Dental Medicine

College of Graduate Studies

College of Nursing

VisionDiscovery InstituteAt Georgia Health Sciences University

Brain & BehaviorDiscovery InstituteAt Georgia Health Sciences University

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Incorrect Usage: Mistakes to avoid n n n n

Do Not distort by compressing or stretching the proportions.

Do Not rearrange or reset any elements. Use only the approved provided logos.

Do Not use any reverses other than the approved option.(Thebuildingmustappear“white.”)

Medical College of GeorgiaOffice of a Department

Do Not create your own sub-brand or type onto the existing logo.

Georgia HealthSciences University

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BusinessCard

Letterhead—OptionA

Letterhead—OptionB

Division Name Here

Name of Building, XX-XXX• 1120 15th St. Augusta, Georgia 30912

P: 706-721-XXXX • F: 706-434-XXXXwww.georgiahealth.edu

An Affirmative Action/Equal Opportunity Educational Institution

Home of the Medical College of Georgia

College of XXName of Building, XX-2201

1120 15th St. • Augusta, Georgia 30912XX@georgiahealth.edu

P: 706-721-XXXX • F: 706-434-XXXXwww.georgiahealth.edu

NameTitle

CorrespondenceFaculty,staff,departmentsandprogramsmustusetheofficial formats for letterheads, envelopes and business cards. In the event of spacing problems, contact the Office of University Communications, which will work withPrintingServicestoadjusttheofficiallayout.Special purpose, e.g. fundraising,

Envelope

1120 Fifteenth St.Augusta, Georgia 30912

1828

Division of Name HereName of Building, XX-XXX

1120 15th St.

Augusta, Georgia 30912

P: 706-721-XXXX

F: 706-434-XXXX

Office of NameName of Building, XX-XXX

1120 15th St.

Augusta, Georgia 30912

P: 706-721-XXXX

F: 706-434-XXXX

Office of NameName of Building, XX-XXX

1120 15th St.

Augusta, Georgia 30912

P: 706-721-XXXX

F: 706-434-XXXX

Office of NameName of Building, XX-XXX

1120 15th St.

Augusta, Georgia 30912

P: 706-721-XXXX

F: 706-434-XXXX

www.georgiahealth.edu

Home of the Medical College of Georgia

An Affirmative Action/Equal Opportunity Educational Institution

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Please observe the margin guidelines above when typesetting letter content.

Division of Name HereName of Building, XX-XXX

1120 15th St.

Augusta, Georgia 30912

P: 706-721-XXXX

F: 706-434-XXXX

Office of NameName of Building, XX-XXX

1120 15th St.

Augusta, Georgia 30912

P: 706-721-XXXX

F: 706-434-XXXX

Office of NameName of Building, XX-XXX

1120 15th St.

Augusta, Georgia 30912

P: 706-721-XXXX

F: 706-434-XXXX

Office of NameName of Building, XX-XXX

1120 15th St.

Augusta, Georgia 30912

P: 706-721-XXXX

F: 706-434-XXXX

www.georgiahealth.edu

Home of the Medical College of Georgia

An Affirmative Action/Equal Opportunity Educational Institution

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2.5”

Division Name Here

Name of Building, XX-XXX• 1120 15th St. Augusta, Georgia 30912

P: 706-721-XXXX • F: 706-434-XXXXwww.georgiahealth.edu

An Affirmative Action/Equal Opportunity Educational Institution

Home of the Medical College of Georgia

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1”

.75” .75”

1”

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Typography n n n n

Thelogoconsistsofthefontfamilies.Butsupportingtype is not limited to these fonts. Text for official com-munications may appear in Arial, Calibri, and Cambria.

GHSULogoTypeface

Gotham (Bold)ABCDEFGHIJKLMNOPQRSTUVWXYZabcdefghijklmnopqrstuvwxyz1234567890

ArialABCDEFGHIJKLMNOPQRSTUVWXYZabcdefghijklmnopqrstuvwxyz1234567890

CalibriABCDEFGHIJKLMNOPQRSTUVWXYZabcdefghijklmnopqrstuvwxyz1234567890

CambriaABCDEFGHIJKLMNOPQRSTUVWXYZabcdefghijklmnopqrstuvwxyz1234567890

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The university logo may only appear in the two primary colors as depicted on page 4. White reverse is available only for special use through the Office of University Communications due to technical constraints. Gold or silver foil are reservedforspecialuseonly.(PermissionrequiredfromtheOfficeofUniversityCommunications.)

ColorpublicationsthatrepresenttheuniversityshouldhaveGHSUDarkBlue.SecondarycolorsmaybeusedtoinconjunctionwithGHSUDarkBlue.Designersmayusetheexpandedcolorpaletteforadditionaloptions.

PMS 540

print only: cmyk100,55,0,55web only:rgb0,43,88#002b58

PMS 2727

cmyk71,42,0,0rgb,78,132,196#4384c4

PMS 5415

print only: cmyk42,8,0,40web only:rgb89,120,139#59788B

PMS 187

cmyk0,100,79,20rgb196,18,48#c41230

PMS 128

cmyk0,11,65,0rgb255,222,117#�de75

PMS 7529

cmyk0,4,12,17rgb217,207,192#d9cfc0

PMS 556

cmyk42,0,33,27rgb114,164,146#72a492

PMS 300

cmyk100,44,0,0rgb0,121,193#0079c1

PMS 544

cmyk30,6,0,0rgb172,212,241#acd4f1

PMS 432

cmyk23,3,0,77rgb69,84,95#45545F

PMS 5135

cmyk47,64,28,0rgb149,110,142#956e8e

PMS 472

cmyk0,34,52,0rgb251,180,128#fbb480

PMS 358

cmyk27,0,38,0rgb189,223,178#bddfb2

PMS 360

cmyk58,0,80,0rgb115,193,103#73c167

PMS 383

cmyk20,0,100,19rgb178,187,30#b2bb1e

PMS 463

cmyk 30,56,100,37rgb128,86,27#805618

Georgia Health Sciences University Colors

Primary Colors Secondary Colors

Secondary Colors

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Editorial process for campus communications produced outside the Office of University Communications:

STEP 1: Submitcopyand/orscripttotheEditorialOfficeinaWorddocumentfor editing.

STEP 2: The Editorial Office will edit the copy using Microsoft Word’s tracking function and return the edited document to the originator.

• Copy/scriptsonetofivepageslong: Approximately two working days

• Copy/scriptsfiveto20pageslong: Approximatelyfiveworkingdays

• Copy/scriptsexceeding20pages: Contact editorial manager for individualized timeline

STEP 3: Theoriginatoroftheprojectwillproceedwithproductionbasedontheeditedcopy/script.,thensubmitthecompletedprojecttotheEditorialOfficeforfinalreviewbeforepublication,broadcast,Web-postingorothermeans of dissemination.

• Projectsonetofivepageslongorbroadcastsshorterthanfiveminutes: Approximately two working days

• Projectsfiveto20pageslongorbroadcasts lastingfiveto30minutes:Approximatelyfiveworkingdays

• Projectsexceeding20pagesor30minutes: Contact editorial manager for individualized timeline

Formoreinformationorassistanceatanystageofproduction,contacttheOfficeofUniversityCommunicationsat706-721-2124,FI-1040or cderiso@georgiahealth.edu.

EDITORIAL PROCESS

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EDITORIALSTYLEGUIDE

GHSU uses the Associated

Press style guide, other than

in rare exceptions noted in

this section. Copies of The

Associated Press Stylebook

are available on loan from the

GHSU Editorial Office

or on sale from the GHSU

Bookstore(706-721-3581).

Style guidelines are listed

alphabetically.Formore

information or for points

not covered in the

stylebook, contact

the GHSU Editorial Office.

Style Guide Academic Degrees—Other than in lists and business cards, do not follow a namewith“letter”degrees.

Wrong: Jane Doe, Ph.D.Right: Dr. Jane DoeWrong: John Doe, M.S.N.Right: John Doe

Establishcredentialsinthebodyofcopy,ifnecessary:“JohnDoeearnedamaster’sdegreeinnursingfromOhioStateUniversity.”Whentitlesareusedinlistsand/orbusinesscards,useperiodsafterlettersandnospacesbetweenletters and periods.

Acronyms—Readily understood acronyms are acceptable on subsequent reference(GHSU,UGA,USG,NIH,CDC,etc.),butingeneral,avoidalphabetsoupanddonotplaceanacronyminparenthesesafterafirstreference.Offices, institutes, foundations, associations, departments, etc. can often be shortenedinsubsequentreferencesas“theoffice,”“thefoundation,”etc.

Capitalization—Capitalize formal names: the GHSU School of Medicine, the GHSU School of Dentistry, the Department of Anesthesiology, the Section of PediatricCardiology,etc.Lower-caseinformalreferences:theuniversity,themedicalschool,thedentalschool,thedepartment,thesection,etc.Likewise,titlesarecapitalizedwhenimmediatelyprecedinganame(PresidentJohnDoe)butotherwisearelower-case(JohnDoe,presidentof…)

Chairs—Thetitleis“chairman”or“chairwoman,”butapersoncanchairacommittee or endow a chair.

Commas—Use commas to separate elements in a series, but not before the conjunctioninasimpleseries:Theflagisred,white and blue.

Courtesy Titles—Theonlycourtesytitlesusedare“Dr.”andformaltitles,suchas“President”or“Provost,”andthenonlyonfirstreference.“Mr.,”Mrs.,”“Miss”and“Ms.”arenotused.Thecourtesytitle“Dr.”isusedforanykindofdoctor(M.D.,Ph.D., D.M.D., Ed.D., etc.), a deviation from AP style. The title precedes the full nameinthefirstreferencebutisnotusedonsubsequentreferences.Example: Dr. John Smith has been named chairman of the National Society of Physicians. Smith, a 1988 graduate of the GHSU School ofMedicine….Example: Dr. Mary Smith has been named chairwoman of the National SocietyofDentists.Smith,a1988graduateoftheGHSUSchoolofDentistry….Example: GHSU President John Smith has been named chairman of the

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National Society of Educators. Smith, who earned a doctorate in education fromtheUniversityof….Example: John Smith has been named chairman of the National Society of Wordsmiths.Smith,whoearnedabachelor’sdegreeinjournalism….Example: Mary Smith has been named chairwoman of the National Society of Wordsmiths.Smith,whoearnedamaster’sdegreeinjournalism…

First Names—Firstnamesareacceptableoneveryreferenceforchildren(age18 and younger). The same is occasionally true of adults referred to in feature stories.Thetoneofthestoryshoulddictatefirst-nameusageinthesecases.When in doubt, use last names on second and subsequent references.

Health care—Two words.

Georgia Health Sciences University—Refer to as GHSU on second and subsequent reference in copy. Rewrite entire name only in quoted material. Alsoacceptableforsecondandsubsequentreference:theuniversity(notcollege), Georgia’s health sciences university, the institution.

Multiple Titles—Use only one title to precede a name: Dr. John Doe or GHSU President John Doe.

Nicknames—Useaspartofafirstreferenceonlyifsubjectprefersitandiscommonlycalledbyit.Ifpreferenceisunclear,useformalname(WilliamratherthanBill).

Numerals—Spelloutonethroughnineandfirstthroughninth;startingwith10and10th,usefigures.Exceptions:Alwaysusefiguresforages(“Sheis2yearsold”)andpercentages(“100percent”),andspelloutanumeralatthebeginningofasentence(“Twelvecommitteemembersattended…”)

Temporary Titles—The title-holder’s preference applies: interim or acting.

Tenses—Articles should be written in the past tense, except for occasional feature articles that may be written in the present tense, depending on the tone of the story. The tense should be consistent throughout the article. (Exampleofpresenttense:“GHSUisagreatplacetowork,”saysJohnDoe,an administration assistant in the Department of Wordsmithing.) Headlines and photo captions are written in the present tense.

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Compiled by the GHSU Editorial Office, 706-721-2124

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• Clarityisvitalandmusttrumpanyotherconsideration(creativity,cleverness, originality, etc.) when writing. These other elements can be incorporated into copy, but not at the expense of clarity.

• Writeintheactivevoice(forinstance,“TheGeorgiaHealthSciencesUniversityisrecruitingvolunteers....”ratherthan“VolunteersarebeingrecruitedbytheGeorgiaHealthSciencesUniversity....”)

• Usetheinverted-pyramidstructurewhenconveyingnews-orientedinformation, beginning with the most pertinent information and proceeding in descending order.

• Incorporatestorytellingandhumanizationasmuchaspossibleinfeature-writing.Forinstance,whentacklingabroadtopic,it’softenhelpfultobegin with a single compelling and personalized story that encapsulates the theme. The broader picture can come later. A reader who cares about a single story connected to the theme will ideally be invested in the message and more likely to continue reading.

• Avoidclichedandoften-inaccuratetermssuchas“unique”and“cutting-edge.”Acompellingmessageshouldstandonitsownmerits.

• Avoidredundancies,suchas“researchstudy”and“freegift.”

• Useelementssuchasall-caps,exclamationmarksandsuperlativesverysparingly, keeping in mind that the more they are used, the less impact they have. Oversold messages forfeit impact and credibility.

• Betruthful.Onceareadercatchesyouinasingleinaccuracyorexaggeration, he will distrust everything else you write.

• Fact-check.Spellbackanametoyoursource,checkofficialWebsitesforverification,double-checktitles,etc.

• Onceyou’vedraftedcopy,rereaditfromareader’sperspective.Doyouhave all the information you need? If you’re referring to an upcoming event, for instance, do you include the date, time, place, cost, contact information, etc.? Information should be concise yet thorough.

WRITING TIPSn n n nStyle and Structure

The Office of University

Communications works

toensurethemosteffective

messaging possible when

disseminating GHSU-related

information. These guidelines

are intended to optimize

understandability, accuracy,

consistency and other

key components

of good communication.

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For More Information

Office of University Communications

Christine Hurley Deriso

Editorial Manager

706-721-2124

cderiso@georgiahealth.edu

Web content is more likely to be scanned than read. Pointers for optimizing the impact of Web content include using:

• Shortparagraphs,withoneideaperparagraph.

• Inverted-pyramidstructure,citingthemostimportantinformationfirst.

• Activeratherthanpassivevoice.

• Halfthewordcount(orless)ofconventionalwriting.

• A“facts—justthefacts”approach.Hyperboleandoversoldmessagesaretransparent,ineffectiveandunnecessarilyspace-consuming.

• Spartanpunctuation,avoidingexclamationmarksandall-caps.

• Afriendly,informaltone,avoidingesotericinformationordidacticdelivery.

• Bulletedlists,whenappropriate,likethisone.(Useparallelstructure.)

• Multiplepages,ifnecessary,toavoidexcessivescrolling.

• Photosand/orothervisualstocomplementtext,butwithoutappearingbusy or cluttered.

• Hypertextlinkswhenhelpfulandrelevant,butusedsparinglyandwithshort, precise link text.

• Conciseheadlines,ifneeded,thatsummarizemainpoints.Headlinesshouldbesentence“skeletons”thatomitthearticles“a,”“an”and“the”andreplacetheword“and”withcommas.

• User-friendlyinstructions.

• Professionalinputregardingcoding,typography,graphics,layoutandcolors.Thisisimportantbothfortechnicalconsiderations(differentbrowsersandoperatingsystemsdisplayelementsdifferently)andesthetic ones. Non-professionals tend to overdo and overcomplicate. Whenindoubt,think“lessismore.”

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EXTERNALRELATIONSn n n nDealing with the Media

Contact:

Office of University Communications

ToniBaker

Public Relations Manager

706-721-4421

tbaker@georgiahealth.edu

Jennifer Hilliard Scott

Public Relations Coordinator

706-721-8604

jhilliard@georgiahealth.edu

As a public university committed to the highest standards of integrity, the Georgia Health Sciences University prides itself on honesty and transparency in all of its communications. The university also takes pride in the many articulate, well-informed members of the GHSU community who help shape and disseminate our message.

To ensure consistent messaging, please contact the Office of University Communications before interacting with the media as an GHSU representative. This is particularly vital when a media interaction involves photography, videography or other means of recording. As both a university and health center, GHSU is legally bound to safeguard privacy on many levels.

The Office of University Communications can help prepare you for print, broadcastoronlineinterviews;establishtalkingpointstoensureconsistentmessaging;coordinatescheduling;handleanypaperworknecessary,suchasformsrelatedtoprivacyandinformedconsent;andaddressanyotherissues or concerns you may have. A member of the office will be present if photography, videography or other means of recording are involved. A member of the office will also be onsite for other media interviews upon request or at the discretion of the office.

If the Office of University Communications contacts you regarding a media inquiry, press conference or other form of publicity, please do everythingpossibletoassist.Breakingnews,forinstance,maynecessitateunplanned interviews or requests to provide information quickly. The office will do everything possible to optimize your convenience, but a dynamic environmentoftenrequiresapromptresponse.Beassuredthatanyrequestsfor assistance are intended to promote GHSU’s reputation and advance its mission.

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Contact:

Office of University Communications

ToniBaker

Public Relations Manager

706-721-4421

tbaker@georigahealth.edu

Jennifer Hilliard Scott

Public Relations Coordinator

706-721-8604

jhilliard@georgiahealth.edu

TheOfficeofUniversityCommunicationsmaintainsaSpeakers’Bureauto help inform the public about advances and other areas of interest on campus. A continually updated database includes names and contact information of those willing to give speeches, presentations and other forms ofcommunicationregardingtheirareasofexpertise(http://news.GHSU.edu/speakers-bureau/).Theofficeencouragestheparticipationofeveryfacultymember,aswellasothermembersoftheGHSUcommunitywithspecificexpertise regarding an GHSU service or operation.

The office will work with you to prepare a speech or presentation, including establishingtalkingpointstoensureconsistentmessaging;coordinatescheduling;handleanypaperworknecessary;andaddressanyotherissuesorconcerns you may have.

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