University Editor (U.Ed.) Guidelines
Welcome to the University Editor Information page for Penn State's College of Arts and Architecture. For information about this page, please e-mail Amy Milgrub Marshall, the College's U.Ed. Representative, at alm157@psu.edu.
Persons in the college responsible for printed promotional material and Web sites may refer to this page to find information concerning U Ed. numbers and Penn State style guidelines for printed materials and Web sites.
Some Commonly Asked Questions and Guidelines about U. Ed. Numbers:
- What is a U.Ed. number and what materials require it?
- What is considered "promotional material"?
- What are "non-promotional materials"?
- U.Ed. Guidelines for Web Sites Associated with the College of Arts and Architecture
- College of Arts and Architecture Communications Office Guidelines for Obtaining a U.Ed. Number
- Where and how should I use the Penn State mark?
- Which statements should appear in my publications?
- University Editorial Style Manual
- Penn State Web Style Guide
What is a U.Ed. Number and what materials require it?
A U.Ed. Number (University Editor number) is a number assigned by the University editor representative to all promotional publications. Promotional publications are defined below. The U.Ed. Number serves several purposes:
- To indicate that the publication has been reviewed and meets University publication standards. These standards can be found in the University Editorial Style Manual.
- To create a record of the promotional materials produced by certain departments within the University, along with the expense and purpose of these publications.
- To identify the unit that produced the publication.
What is considered "promotional material"?
- Any publications used for recruitment purposes, or included along with other recruitment materials, including publications directed to undergraduate, graduate, and continuing and distance education audiences.
- General information pieces and viewbooks
- Posters and flyers
- Newsletters, periodicals, and magazines
- Program and course outlines
- Handbooks and catalogs
- Calendars of events
- Class schedules
- Fundraising materials
- Programs and invitations for special or sponsored events
- Annual reports
- Maps
- Web sites and all promotional material in electronic format
What are "non-promotional materials"? (These DO NOT require a U.Ed. Number)
- Standard University stationery (includes letterhead, envelopes, business cards)
- Student-produced publications
- Classroom/instructional material
- Forms
- Research papers
- Scholarly journals
- Internal memorandums
U.Ed. Guidelines for Web Sites Associated with the College of Arts and Architecture:
- All Web sites associated with the college must be reviewed by the U.Ed. representative before going online to ensure compliance with Penn State editorial style and Web standards.
- The Web Style Guide provides guidelines and a variety of resources for Penn State Web sites. A U.Ed. number is no longer required for Web sites, due to their dynamic nature, but they must adhere to Policy AD54: Web Page Design and Image and AD61: University Communications through Advertising, Publications and Media Relations. Contact the U.Ed. rep if you have questions about any policies.
- Required elements for Web sites include the Penn State mark in the upper-left corner, linked to the Penn State home page; a standardized search element; site directories; contact information for Web site manager/editor; and link to Penn State's privacy and legal statements. More detailed information available in the Web Style Guide.
College of Arts and Architecture Communications Office Guidelines for Obtaining a U.Ed. Number
- Please alert the U.Ed. rep by phone (814-863-2104) or e-mail alm157@psu.edu early on when you are in the planning stages of the document, so it can be planned in the schedule accordingly. Please allow 2-3 days for review of any publications greater than five pages. Significantly longer publications, such as newsletters, may require a week.
- Submit publications in page proof format, via e-mail as PDF attachment or via campus mail. For publications with significant text (i.e., newsletters), it may be helpful to have the U.Ed. representative review the text separately before the piece is designed, in order to minimize editorial changes that may affect the layout. In most cases, the U.Ed. representative will also need to review the page proofs before assigning a number, so please incorporate the review process into your time line.
- Remember that major image pieces and primary promotional pieces must either be produced or reviewed by the Department of University Publications. The U.Ed. representative can serve as the liaison and help determine the best course of action.
- The edited proof, an assigned U.Ed. Number, and a U.Ed. form will be returned to you. If subsequent proofs are necessary, you will be notified.
- Make sure the U.Ed. Number is added to the document along with the appropriate University statements and any other editorial revisions.
- When the final product is delivered, fill out the information on the form and return it to the Communications Office (215 Wagner) along with one sample copy within two weeks.
Where and how should I use the Penn State mark?
Penn State policy AD61, University Publications and Identity Program, states the following concerning the use of the Penn State Mark:
- The Penn State mark is the University's logo. This is the logo for any unit within the University and individual unit logos generally are not permitted. The Department of University Publications will design a "word treatment" for units that want an individual identifier. You may contact Publications directly at 863-1870 or contact the college's U.Ed. representative to initiate the process.
- The Penn State mark is the appropriate symbol for University units to use on all forms of communications, including stationery, printed materials, electronic communications, Web sites, signage, and displays. Guidelines for using the mark are covered at the Graphic Identity System Web page. The guidelines are part of policy AD61.
- As the institutional identifier, it should be clearly displayed in the primary visual field.
- There also are "signature" versions of the Penn State mark for each University location campus with the name of the location next to the shield. These are the official logos for those campuses.
- The mark may not be altered or reconfigured. Whenever possible, reproductions should be made from master copies provided on disk or as camera-ready copies.
- Please contact the Communications Office by phone (814-863-2104) or e-mail (alm157@psu.edu) to see if the mark is properly used on your publication.
Which statements should appear in my publications?
There are three main statements that should appear in Penn State promotional material. They are listed below with the official university policy concerning their use.
1. The following is the ADA alternative-format statement. It must appear in ALL publications (except formal invitations) in easy-to-read type, directly above the statement of nondiscrimination.
This publication is available in alternative media on request.
2. The following is the ADA accommodation statement. It must be printed in any publication that describes a specific program or special event (except formal invitations). It should be included in the section describing how to register for the program and how to locate further information. A contact person's name and telephone number should be provided in the statement where indicated.
Penn State encourages persons with disabilities to participate in its programs and activities. If you anticipate needing any type of accommodation or have questions about the physical access provided, please contact _________ in advance of your participation or visit.
3. The following is the statement of nondiscrimination (affirmative action statement). All university publications (except formal invitations) must carry a form of this statement. In general, the complete text of the statement should always be used. The shortened version may be used in the case of posters and flyers where space is limited. Other exceptions to the use of the complete text are to be made by the University Editor or designated Representative
The long version:
The Pennsylvania State University is committed to the policy that all persons shall have equal access to programs, facilities, admission, and employment without regard to personal characteristics not related to ability, performance, or qualifications as determined by University policy or by state or federal authorities. It is the policy of the University to maintain an academic and work environment free of discrimination, including harassment. The Pennsylvania State University prohibits discrimination against any person because of age, ancestry, color, disability or handicap, national origin, race, religious creed, sex, sexual orientation, gender identity or veteran status. Discrimination or harassment against faculty, staff or students will not be tolerated at The Pennsylvania State University. Direct all inquiries regarding the nondiscrimination policy to the Affirmative Action Director, The Pennsylvania State University, 328 Boucke Building, University Park PA 16802-5901;tel.(814) 865-4700/V, (814) 863-1150/TTY.
The shortened version:
Penn State is committed to affirmative action, equal opportunity, and the diversity of its workforce.
Required Statement:
This publication is available in alternative media on request.
The Pennsylvania State University is committed to the policy that all persons shall have equal access to programs, facilities, admission, and employment without regard to personal characteristics not related to ability, performance, or qualifications as determined by University policy or by state or federal authorities. It is the policy of the University to maintain an academic and work environment free of discrimination, including harassment. The Pennsylvania State University prohibits discrimination and harassment against any person because of age, ancestry, color, disability or handicap, national origin, race, religious creed, sex, sexual orientation, gender identity or veteran status. Discrimination or harassment against faculty, staff or students will not be tolerated at The Pennsylvania State University. Direct all inquiries regarding the nondiscrimination policy to the Affirmative Action Director, The Pennsylvania State University, 328 Boucke Building, University Park PA 16802-5901; tel.(814) 865-4700/V, (814) 863-1150/TTY.
U. Ed. ARC 00-114