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Any promotional material鈥攊.e., flyers for events, fundraisers, or other informational posts鈥攎ust be approved by designated university personnel prior to posting or hanging on university property.

Designated offices for official review are as follows:

• The division of student life reviews student club or organization activities or student-led activities. Any flyers or other materials in this area should be submitted electronically to robert.schuchardt@stmary.edu
• All other flyers/materials, including those generated by academic departments, non-student-led organizations (including the Honors Program, Starr Center for Peace and Justice, etc.), and financial aid or billing offices, will be reviewed by the USM marketing department. Any flyers in this area should be submitted electronically to sara.bell@stmary.edu.
• USM鈥檚 marketing department can also review student club or organization material if student development review is not available.

Materials should be submitted electronically for review at least 5 business days prior to the desired distribution date. Review can happen on a shorter timeline, however, timely return of approved material submitted less than 5 business days prior is not guaranteed. Those submitting should also keep in mind that revisions may be required following official material review.

Once approved, the USM reviewer will electronically affix a seal of approval to the submitted document, and return to the submitter for printing and distribution.

Promotional materials hung in USM buildings without the seal may be removed.

Any submitted, approved, and distributed flyers should be removed by the responsible organization, faculty member, or student once timeliness of the material has passed. Failure to remove out-of-date materials may prevent the responsible organization from receiving future material approval.

While every promotional document is unique, the following represent some guidelines that can impact the approval decision:

• Where relevant, the document should include a clear event date or deadline, including times as necessary. Dates and times should be presented in the following format: 7-9 a.m. Monday, Jan. 25, 2021; Noon on Tuesday, Jan. 26, 2021.
• The title of the event or information should be bold and clear. Keep in mind that 鈥渓ess is more鈥� in terms of content. It鈥檚 ideal that the key points are readable from a distance.
• The responsible organization/department should be listed prominently.
• Contact information鈥攊ncluding web addresses, email addresses, or phone numbers鈥攕hould be included.
• Any imagery should be at a high enough resolution to reprint well.
• Please use spellcheck and grammar check before submitting.
• The use of university logos is limited to official university business. University logo files can be provided by the USM marketing department. USM logos cannot be altered in any way鈥攖he logo cannot be stretched or distorted and elements of the logo may not be removed. USM logos can only be reproduced in approved colors鈥攚hite, black, gray, and designated shades of blue and gold. Elements (Santa hats, etc.) may not be added to a university logo.
• Any material deemed offensive or out-of-step with the university鈥檚 character or core values will be denied.

Any material that is denied approval will be returned promptly to the submitter with the reason for denial and suggestions for changes that can lead to approval.