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Policy and Procedure Statements
Texas State Policy and Procedure Statements University Policies UPPS 01.04.12 - Designation of Official Texas State Stationery

UPPS 01.04.12 - Designation of Official Texas State Stationery

Designation of Official Texas State Stationery

UPPS No. 01.04.12
Issue No. 9
Effective Date: 4/30/2018
Next Review Date: 4/01/2022 (E4Y)
Sr. Reviewer: Director, University Marketing

  1. POLICY STATEMENT

    1. Use of official Texas State University stationery is required for all on- and off-campus letters. Consistent use and a standardized look create a strong university brand and image. Texas State stationery is for use by university employees acting in an official capacity on behalf of the institution.

  2. DEFINITIONS

    1. Watermark – A watermark of the university seal is included on official Texas State stationery. The watermark provides authenticity and is a permanent part of the paper.

    2. Pantone Matching System® (PMS) – a standardized color reproduction system.

  3. DESCRIPTION OF OFFICIAL TEXAS STATE STATIONERY

    1. Texas State Stationery

      Print and Mail Services must coordinate the printing of all official Texas State stationery to assure print quality and adherence to guidelines.

      1. Stationery: Paper

        1. 8 1/2" x 11" full-size letterhead is the official Texas State stationery. It is printed on Neenah Classic Cotton, which is a white, recycled, 25 percent cotton content rag sheet. The letterhead includes a custom-made watermark displaying the university seal.

        2. 5 1/2" x 8 1/2" half-size letterhead is printed on a white bond sheet.

      2. Stationery: Digital

        1. Use the electronic letterhead template for official communication that must be sent via email to external audiences. This digital letterhead may not replace official university letterhead.

      3. Stationery: Envelopes

        1. The watermark of the university seal is not included on envelopes.

        2. The maximum number of lines for the return address is four.

        3. Size: Standard #10

        4. Paper: Neenah Classic Cotton white, recycled, 25 percent cotton content rag sheet

        NOTE: All other sizes and types of envelopes (window, metal clasp, catalog, etc.) use a white bond sheet.

      4. Business Cards

        1. Size: 2" x 3 1/2"

        2. Paper: FSC-certified, white, 100 # pound cover stock

    2. Colors

      1. All official Texas State stationery (letterhead, standard #10 envelopes, and business cards) must be printed using the following three PANTONE® ink colors:

        1. PMS 872 (metallic gold)

        2. PMS 504 (maroon)

        3. black

        Print and Mail Services produces the metallic gold and maroon colors using a digital printer that replicates the PANTONE® ink colors PMS 872 (metallic gold) and PMS 504 (maroon).

      2. All other envelopes (window, metal clasp, catalog, etc.) may use PANTONE® ink colors:

        1. PMS 872 (metallic gold) or black for one-color printing

        2. PMS 872 (metallic gold) and PMS 504 (maroon) for two-color printing

    3. Availability

      1. Paper: Print and Mail Services has stock available for official stationery, envelopes, and business cards.

      2. Digital: Users may download the electronic letterhead template found on the Texas State Marketing website.

    4. Information to be included on Texas State stationery:

      1. Letterhead and Envelopes

        1. Presidential Letterhead

          1. university seal;

          2. president’s name and title;

          3. department designation;

          4. department telephone number and fax;

          5. official mailing address for Texas State: 601 University Drive;

          6. city, state and assigned nine-digit ZIP code;

          7. Texas State web address: txstate.edu;

          8. tagline: “The rising STAR of Texas®;” and

          9. The Texas State University System member statement graphic.

        2. Presidential Envelopes

          1. university seal;

          2. department designation;

          3. official mailing address for Texas State: 601 University Drive;

          4. city, state and assigned nine-digit ZIP code;

          5. tagline: “The rising STAR of Texas®;” and

          6. The Texas State University System member statement graphic.

        3. Texas State University Letterhead

          1. primary Texas State logo with tagline: “The rising STAR of Texas®.” (See UPPS No. 01.04.11, Guidelines for Use of Texas State Logos and System Statement Graphic);

          2. department designation;

          3. official mailing address for Texas State: 601 University Drive, with the exception of:

            1. Round Rock, 1555 University Blvd; and

            2. Office of Undergraduate Admissions, 429 N. Guadalupe Street;

          4. city, state and assigned nine-digit ZIP code;

          5. department telephone and fax number;

          6. Texas State web address: txstate.edu;

          7. the founding date statement: “Texas State University was founded in 1899;” and

          8. The Texas State University System member statement graphic.

        4. Texas State Envelopes

          1. primary Texas State logo with tagline: “The rising STAR of Texas®.” (See UPPS No. 01.04.11, Guidelines for Use of Texas State Logos and System Statement Graphic);

          2. department designation;

          3. official mailing address for Texas State: 601 University Drive, with the exception of:

            1. Round Rock, 1555 University Blvd; and

            2. Office of Undergraduate Admissions, 429 N. Guadalupe Street;

          4. city, state and assigned nine-digit ZIP code;

          5. the founding date statement: “Texas State University was founded in 1899;” and

          6. The Texas State University System member statement graphic.

        5. Named Colleges and Centers

          1. all of the information described in Section 03.04 a. 3) above, apply with the following exception: If a logo is associated with the named college or center, it will appear at the bottom of the letterhead in place of the department designation. Permission may be granted by the director of the Office of University Marketing to use the logo of a named college or center at the top of the letterhead with the primary Texas State logo at the bottom.

      2. Business Cards

        1. primary Texas State logo with tagline: “The rising STAR of Texas®;” (See UPPS No. 01.04.11, Guidelines for Use of Texas State Logos and System Statement Graphic);

        2. employee’s name and title (cannot exceed three lines of type); and

        3. up to nine lines are available on the right-hand side of the card for employee information:

          1. office phone number;

          2. cell phone number;

          3. fax number;

          4. email;

          5. department designation;

          6. department building name and suite number;

          7. official mailing address for Texas State: “601 University Drive,” with the exception of:

            1. Round Rock, 1555 University Blvd.; and

            2. Office of Undergraduate Admissions, 429 N. Guadalupe Street;

          8. city, state, and assigned nine-digit ZIP code; and

          9. Texas State or department web address.

  4. PROCEDURES AND REQUIREMENTS FOR USE OF OFFICIAL STATIONERY

    1. The pieces described above constitute the only official stationery authorized for the uses designated, and Print and Mail Services will provide no other, except as noted below.

    2. The following exceptions to the general policy are authorized:

      1. stationery prepared for special, self-contained, grant-funded programs not directly related to university programs, purchased with grant funds;

      2. stationery items falling into the category of notepads, buck slips, or any forms;

      3. stationery prepared for Athletics;

      4. stationery prepared for support groups of Texas State that operate under the guidance of a board of directors;

      5. stationery prepared exclusively for special gift solicitations funded from non-Texas State sources; and

      6. stationery prepared for consortia in which Texas State participates.

    3. Occasions may exist that necessitate deviating from the standard format. The director of the Office of University Marketing must review and approve these exceptions in advance.

  5. PROCEDURES FOR OBTAINING AUTHORITY FOR VARIATION FROM THE STANDARDS

    1. Complete the following procedures to request a deviation from the standard formats:

      1. Make a request, in writing, to the director of the Office of University Marketing, who has initial authority to approve or disapprove.

      2. If the director of the Office of University Marketing disapproves the request, the applicant may appeal to the vice president to whom he or she reports. The vice president reviews the matter with the president, who will make the final decision.

  6. REVIEWERS OF THIS UPPS

    1. Reviewers of this UPPS include the following:

      Position Date
      Director, Office of University Marketing April 1 E4Y
      Manager, Print and Mail Services April 1 E4Y

  7. CERTIFICATION STATEMENT

    This UPPS has been approved by the following individuals in their official capacities and represents Texas State policy and procedure from the date of this document until superseded.

    Director, Office of University Marketing; senior reviewer of this UPPS

    Associate Vice President for Enrollment Management and Marketing

    Provost and Vice President for Academic Affairs

    President