Appendix C

Marketing and communications procedures

1. Submit a Marketing Request as early as possible and no later than Feb. 15, 2008. Use Appendix D in this Handbook, download the form at www.dcs.wisc.edu/summer/, or e-mail solig@dcs.wisc.edu for copies. Your department’s summer chair and school/college summer dean must sign the request.

2. Course/program information: Submit the course information with the Marketing Request or separately. Send the information as an e-mail attachment to solig@dcs.wisc.edu; include course title, course number, call number, credits, session code and dates, times/days, accurate description, prerequisites and faculty information. New course information (e.g. title, description, credits, etc.) needs Division Committee approval.

3. Consultation: Staff of the DCS Marketing and Communications Office discuss the Marketing Request with the program person before developing publicity. Clients need to provide audience and mailing-list information at or before this meeting.

4. Copywriting: Staff of the DCS Marketing and Communications Office write copy, based on information submitted and verified with the appropriate faculty. Examples of summer publicity include Web ads, flyers, posters, postcards, brochures and mini-catalogs.

5. Design: Staff of the DCS Marketing and Communications Office design materials at no cost, taking into consideration the client’s requirements, UW-Madison type styles/formats, and budget. Artwork and photos from departments are encouraged and should be submitted with the program information. Discuss these materials with the marketing staff in advance to determine if quality duplication can be achieved.

6. Proofs: Staff of the DCS Marketing and Communications Office provide proofs to the client, who will need to do a quick, one- to two-day turnaround on proofing jobs. Clients must sign off on proofs.

7. Distribution: Submit mailing lists at least 10 days before publication delivery. Call 262-5364 to check on label and mailing requirements.

8. Production and distribution timelines:

  • Press releases: one week
  • One-page announcements, two weeks.
  • Posters and larger brochures, three-four weeks.
  • When your request is processed we’ll provide an estimated delivery date.

Summer marketing requests are first-come, first-served, so it’s to your benefit to get your marketing request in early. Requests received after the Feb. 15 deadline are processed based on your summer dean’s recommendation and available budget and staff-time.

Summer Sessions Deans' Council