External Relations Policies of Interest to the Faculty

5.1 Communication Channels

The University seeks, whenever possible, to publicize and promote scholarly and service activities and accomplishments of faculty members. Because the Office of Communication & Marketing, which coordinates all publicity, has access to an electronic database of media outlets and contacts, faculty members are strongly encouraged to work with the office to gain optimum external and strategic promotion of various activities for both the individual and the institution. Faculty members should contact the Office of Communication & Marketing, rather than working individually with external agencies.

5.2 Publicity for Faculty Activities

There are several vehicles the university utilizes to publicize faculty activities.

Nota Bene Online is distributed electronically to the campus community biweekly during the academic year and monthly during summer months. This publication includes a section which contains self-submitted information about faculty scholarly activities, including published works and performances, conference presentations, community service activities, and other activities of interest to the faculty. Faculty achievements of a larger scale, (i.e. grant receipt, larger works published, awards received) often merit a headlined article and photograph in Nota Bene Online.

The University’s website is largely maintained by the Office of Communication & Marketing. Front-page content often reflects faculty achievement, student achievement and faculty-student collaboration. Faculty members should contact the Office of Communication & Marketing to suggest web coverage of an event or accomplishment.

The Office of Communication & Marketing routinely distributes news releases regarding upcoming events, faculty achievement, student achievement, etc. To have an advance news release written and distributed to the media, contact the Director of Communication & Media Relations a minimum of three weeks prior to an event and no later than two weeks following the receipt of an award, honor, etc. to receive appropriate internal and external coverage.

The Bulletin, Heidelberg’s alumni magazine, is published three times a year and is a collaboration between the offices of Communication & Marketing and Alumni Relations. This publication frequently profiles faculty activity in full-page features and more succinctly in a section called “Faculty Pursuits.” To request or suggest an article, contact the editor of The Bulletin in the Office of Communication & Marketing, or the Director of Alumni Relations.

5.3 Use of Institutional Images

The Office of Communication & Marketing has developed a Graphic Standards Manual that addresses such issues as university colors, use of the institutional logo, the Heidelberg “H” and the official university seal. In an effort to create consistent imaging, the office monitors use of these graphical elements. For questions, contact the office or refer to the manual online at http://www.heidelberg.edu/about/administrativeoffices/marketingcommunica....

For questions about use of institutional letterhead, securing business cards and other official university items, requesting print publications, website projects or photography, contact the Office of Communication & Marketing.

5.4 Communications with University’s Legal Counsel

All contacts with the university’s legal counsel should be made only with clearance by the Provost or the President. Vice Presidents are empowered to contact the attorney as needed or to delegate this task as appropriate.

5.5 Fund Raising

Fund raising activities are coordinated through the Office of Institutional Advancement. Any fund raising activity which involves constituencies external to the University must be approved by the Office of Institutional Advancement. Faculty are encouraged to submit fund-raising requests through the Office of the Provost.

5.6 Public Speech and writing

Faculty members retain all rights of expression guaranteed to them by the constitution of the United States, and by applicable federal and state statutes. When engaging in public speech or writing outside the campus community, faculty members should identify themselves primarily as individual citizens, and make clear that their views do not necessarily represent those of Heidelberg University. Faculty members should identify themselves as associated with Heidelberg University only when acting in their professional capacity, or when authorized to speak or write on behalf of the university.