Policy & Procedures

Internal Procedures for Public Release of Institutional Information

As a public, state-funded institution, The University of Texas Rio Grande Valley strives to share relevant information with internal and external audiences. Therefore, it is imperative that we provide university information that is both accurate and consistent to avoid misunderstanding, misinterpretation or confusion.

To achieve this accuracy and consistency, the Office of University Marketing and Communications has implemented the following policies and procedures that must be followed by all university stakeholders:

Media Relations

The primary university spokesperson is Patrick Gonzales, vice president for University Marketing and Communications. He can be reached at (956) 665-2741 (office) or (806) 441-8078 (cell). In his absence, another member of the University Marketing and Communications team will be appointed.
The university spokesperson will provide broad, general information in responses to University inquiries. However, for matters that require more detailed information, administrators and faculty will be given authorization to respond accordingly.
University Marketing and Communications is the primary and official liaison to all media requests.
Authorization to speak on behalf of the university may only be given by a representative of University Marketing and Communications. In addition, all inquiries seeking an official university response or a statement on behalf of the university should be directed to University Marketing and Communications. Requests can be sent to:
- Patrick Gonzales
  Vice President for Marketing and Communications
  patrick.gonzales@utrgv.edu
  Office: (956) 665-2741
  Cell: (806) 441-8078 (cell)
- Marci Caltabiano-Ponce
  Director of News and Internal Communications
  marci.caltabiano@utrgv.edu
  Office: (956) 665-2742
  Cell: (956) 227-1273

No faculty nor staff member may make official statements on behalf of the university without consultation with, and express authorization from, University Marketing and Communications.

News Releases

All university press releases are distributed by University Marketing and Communications, unless special authorization is granted.
Press releases written by other members of the university must be reviewed, approved and distributed by University Marketing and Communications. Requests can be sent to:
- Marci Caltabiano-Ponce
  Director of News and Internal Communications
  marci.caltabiano@utrgv.edu
  Office: (956) 665-2742
  Cell: (956) 227-1273
All university press releases are reviewed by relevant personnel to ensure that the news releases are accurate and consistent.

Marketing and Creative Services

Marketing and Creative Services (MCS) is the primary marketing office for The University of Texas Rio Grande Valley. All externally facing marketing materials (including print, digital and broadcast) must be created by this office or, reviewed and approved by the Director of Creative Services and Brand Management or by their designee.
Requests for marketing support (including brand strategy, collateral materials, advertisements, or video services) are made at utrgv.edu/umc (new job).
Materials not created by MCS must be reviewed for accuracy and adherence to brand standards and approved by the Director of Creative Services and Brand Management or their designee before being put into circulation.
- Any corrections required due to violation of brand standards, misrepresentation of the university or factual errors must be corrected before any materials may be formally produced and distributed.
All recruitment marketing materials must be approved by the Director of Creative Services and Brand Management or by another UMC representative to whom the director has given authorization, in collaboration with the Division of Strategic Enrollment, before the materials are disseminated.
All print and digital advertising purchases must be approved by UMC.
The trademarked logos of the university may not be distributed for use by any other entity without the express permission of UMC and or the university attorney. Approvals will be granted with a “use clause” outlining the specific terms of use.
Any use of a trademarked logo on apparel or promotional items must be approved by the UT System Trademark Office.
All marketing materials must adhere to graphic identity, editorial, and social media guidelines, which can be accessed on the UMC website.

Websites

The Web Strategy team, led by the Web Strategy & Integrated Communications Director, is responsible for assuring that all UTRGV webpages comply with university editorial and graphic standards.
All university websites and the employees who maintain them must register with the Web Strategy team to ensure that the sites are properly and routinely assessed. If you have any questions, you may contact Perla Pequeno at perla.pequeno@utrgv.edu.
Web Strategy may edit or remove any departmental content posted to university sites that is misspelled, inaccurate, contains sensitive student information, or violates university policy.
Each website owner must develop and follow a maintenance schedule to periodically update sites and check links. Web pages must have current accurate information, be grammatically correct and free of spelling errors. Web pages should be maintained in a timely manner.
The Web Strategy team is responsible for maintaining the UTRGV homepage, so any requests or corrections to that site must be emailed to perla.pequeno@utrgv.edu.

Social Media

The social media and digital marketing manager, and his team are responsible for assuring that all UTRGV social media platforms comply with university editorial and graphic standards
Social Media pages bearing UTRGV’s name may not be created without the approval of the university Social Media Manager. All departmental social media accounts are considered property of the university.
When creating a social media page bearing UTRGV’s name, the university Social Media Manager must be provided all necessary passwords and editing credentials.
The Social Media Manager, in coordination with the Director of Public Relations, is responsible to ensure that UTRGV social media pages are within the bounds of UTRGV editorial and visual standards.
Departments who decide to engage in social media should be mindful of The Family Educational Rights and Privacy Act (FERPA) and the Health Insurance Portability and Accountability Act (HIPAA). Departments should not post any personal identifiable student record information (such as GPA, social security number, admission status, test scores, financial aid, SID, etc.).

Proof Reading/Editing Policy

All marketing materials produced for the university will come through our office for review.

Pieces produced outside of the UMC office will be reviewed for:

Editorial and design standards
Content that may have a negative impact on the UTRGV brand.
They will not be proofread for grammar spelling mistakes. That responsibility falls upon the department.

Marketing materials produced by UMC for the following divisions/offices, will be proofread by UMC editors:

Office of the President
Strategic Enrollment (ie. Recruitment & Scholarships, Financial Aid, U Central, etc.)
Office of the Provost

Graphic Design Services:

Prior to submitting your content for a graphic design request, ensure that it has been proofread by your department. The UMC team will not be able to proofread your content.
Once the piece has been laid out and a proof is sent to you for your review, you will be in charge of reviewing the content as well.

Resources:

UMC has the following resources available to assist you in the proofreading process:

The style guide can be found at this site and referred to for editorial and brand standards: utrgv.edu/styleguide
UTRGV History
- The University of Texas Rio Grande Valley (UTRGV) was created by the Texas Legislature in 2013 as the first major public university of the 21st century in Texas. This transformative initiative provided the opportunity to expand educational opportunities in the Rio Grande Valley, including a new School of Medicine, and made it possible for residents of the region to benefit from the Permanent University Fund – a public endowment contributing support to the University of Texas System and other institutions.
  
  UTRGV has campuses and off-campus research and teaching sites throughout the Rio Grande Valley including in Boca Chica Beach, Brownsville (formerly The University of Texas at Brownsville campus), Edinburg (formerly The University of Texas-Pan American campus), Harlingen, McAllen, Port Isabel, Rio Grande City, and South Padre Island. UTRGV, a comprehensive academic institution, enrolled its first class in the fall of 2015, and the School of Medicine welcomed its first class in the summer of 2016.
  
  View the UT Rio Grande Valley History Accreditation Milestones (1.2 MB PDF).

Note: This is the official history statement to be used on any/all marketing pieces.

Photography/Video on Campus

To request approval to take photos or record video on UTRGV premises, please complete the following " Request Form – Photography/Video on Campus" at least 2 weeks prior to the desired date. For questions, please contact UMC@UTRGV.EDU.