STUDENT LIFE COMMUNICATIONS
Welcome to the Student Life Communications submissions page! I'm excited to work with you on your project. If it's your first time here, or if you haven't been here in awhile, please make sure to read this page thoroughly. The information on this page is built on several semesters worth of trial and error and the steps below are what work best to help me help you.
Design Requests
Fill these out as thoroughly and accurately as possible. Remember the following information:
- The only official way to submit a request is through the webform. Office drop-ins, hall stops, emails, or Teams messages are not a valid form of request.
- Design requests are now available quarterly:
| Quarter | In-Hand Dates | Submissions Open | Submissions Close |
| Q1 | January 10-April 1 | October 1 | November 1 |
| Q2 | April 1-July 31 | December 15 | January 31 |
| Q3 | August 1-September 30 | April 1 | June 5 |
| Q4 | October 1-January 10 | June 24 | August 9 |
- Kickoff meetings will be scheduled with each team once the submission window closes each quarter. That meeting will be used to go over missing information for requests, social media plans, and production time expectations.
- If you are planning a new event or are unsure of your marketing needs, please reach out to schedule a meeting with the Student Life Communications Manager where you'll talk more about your visions for the project. We love a good brainstorm!
- When your requested deliverables are sent to you for review, look them over carefully and inform the Student Life Communications Manager of any revisions you need. Is everything spelled correctly? For a designer, after staring at something for so long, the words are just shapes! Are the dates and times correct? Did you test the tx.ag link or the QR code? Delays in reviewing, requesting edits, and approvals will result in a delay of delivery.
- If this is a request for the Student Life website, please use the Website Request Form as the information for each form is different.
Please contact the Student Life Communications Manager, Mariah Patrick at [email protected] if you have any questions.
If your design request has multiple parts (for example, you need digital signage, a banner and a calendar) please submit these as separate requests. Requests should be submitted by individual project. Not by due date or event.
Bulk Email Requests
- Bulk mail requests must be completely filled out. You will not be able to submit the form without all of the required information.
- Bulk mail requests must be submitted with all of the required content at least five working days from the date you would like it to go out.
- Review our best practices for drafting bulk emails and be sure to complete the checklist before submitting your document.
Website Requests
- Web page requests must be completely filled out.
- Web page requests must be submitted with all of the required content.
- Web page requests must be submitted at least one full week before you would like it to go live.
Use AP style when writing material for bulk emails or our website. The Texas A&M Brand Guide includes the Editorial Style Guide and the Texas A&M Style Dictionary. Please take time to review these resources before drafting copy. If you need more specific guidance on AP style, let the Communications team know and we can get you that information.
Photoboxx Checkout Request
Requests can be submitted by creating a calendar event and inviting [email protected] and the Communications Manager ([email protected]).
- Requests to checkout the Photoboxx must be submitted by a full-time staff member.
- Requests are evaluated on a first-come, first-serve basis.
- Requests must be submitted no more than one month in advance.
Photo Use
Image Release Form
Faculty and staff must have the University Release Form completed by each individual that is identifiable in videos and/or photographs before content is used. Any content made available by the Division of Marketing & Communications already has completed release forms.
Avoiding Copyright Infringement
Pulling any image off Google (or any other search engine) for use in social media or publications is generally frowned upon/may be illegal use. A large portion of the internet’s photos are not public domain and many photographers take copyright infringements very seriously and have no problem going after individuals or companies that use their photos without 1) permission, or 2) attribution.
There are things that you can do to find images that are free to use!
Regarding Google, or other search engines, when searching for images click ‘Settings’ right under the search bar and then ‘Advanced Search.’ At the bottom of the page, under ‘Usage Rights’ choose ‘free to use, share, or modify, even commercially’ and then click the button to search. You’ll notice that your choices get much more limited, but at least you know you can use them.
There are a ton of free stock photo websites. Some great examples: Unsplash, Pixabay, FoodiesFeed, ReShot, and Pexels. Don’t forget about the TAMU Photo Repository! Here’s a great post with some more links to free sites. Bookmark one, bookmark them all, make a neat little cheat sheet if you wish.
My general rule of thumb: if you are questioning whether or not the photo you are wanting to use falls under the CC0 license, pick a different one. If you still want to use it, make sure attribute the photo to the photographer (and make sure you credit the correct person).
You can read more about creative commons licensing here: creativecommons.org/publicdomain/zero/1.0
Social Media
The Communications Coordinator responsible for social media will use the year's content and event calendars to inform their social media plans, using a mix of education and fun, engaging content. If you have a timely matter that you would like to see on social media, please email Lisa Saldierna and she will do her best to fit it into the calendar. Example: a news-worthy event or fad related to your content area has come up.
Livewhale Events Calendar
Staff should submit their events to the Livewhale Calendar form once they have sufficient details. The Marketing & Communications Team will upload them to the Livewhale events calendar that populates on the front page of the Student Life website as well as calendar.tamu.edu. This form will remain open year-round but keep in mind that events submitted on short-notice may not receive the same attention or priority as those submitted during the submission windows listed above. Important deadlines specific to Student Life may also be submitted as events (Example: the deadline to certify as a pregnant or parenting student for early registration).