740

PUBLIC AFFAIRS OFFICE

The role of the Public Affairs office is to increase awareness, understanding and support of Cal Poly’s vision, mission and accomplishments among its many publics.  To do so, the staff maintains close relationships with campus leaders in order to formulate and implement strategic communications and marketing plans that disseminate information on key issues facing -- and being addressed by -- the University.

Public Affairs’ campuswide activities also include: operating a news bureau with print and broadcast media outlets to develop, pitch and place stories locally and nationally; producing alumni and fund-raising publications; advising on and reviewing other University publications; and creating and implementing Cal Poly’s crisis communication plan.

740.1

Public Relations

An institution’s public relations program is the sum of all impressions created by the institution itself and by the people associated with it.  Since public relations enters into every work, act and policy of the University and its people, responsibility for all public relations activities cannot be concentrated in the hands of one person or one office.  Nevertheless, all policies should have the benefit of experienced public relations counsel.  Therefore, efforts at information dissemination and interpretation should be coordinated with the Public Affairs office.

740.2

Media Relations

Cal Poly’s media relations activities are handled by the Public Affairs office.  The primary mission is to proactively communicate news and information to the University’s many internal and external audiences and the media.  Staff members write and disseminate news releases, develop strategic communications plans, serve as or work with the specific issue’s spokesperson, provide media training, and produce a guide of campus experts for the media.

740.3

Publications

The Public Affairs office is responsible for developing and producing key internal and external publications including the University’s magazine, publications and materials for University Advancement and the Alumni Association, and the Cal Poly Foundation’s Annual Report.  The office also provides editorial, design and support services for other campus units.

All printed materials produced across the campus shall be reviewed by the Public Affairs staff prior to printing and off-campus dissemination.

740.4

University Identity

The Public Affairs office is responsible for strengthening and spreading recognition of the University by promoting its identity, prestige and reputation for excellence through consistent use of approved graphic elements.  These University marks include the name or any abbreviation of the name, logo, symbols, design, drawing, picture, graphic or wording that is clearly related to or representative of the University.

740.4.1

University Name

Commercial use of the University’s name is a privilege reserved by law to agencies or organizations officially related to and recognized by the University.  For the purposes of this section, “University name” means California Polytechnic State University, San Luis Obispo as well as any generally recognized abbreviation or short form of the University name or symbol.  Upon application, the Public Affairs office shall review commercial-use design requests of the University name and symbols and make recommendations to the Cal Poly Foundation for use authorization. See CAP Section 923

740.4.2

University Seal, Logo, Symbols, Mascot or Letterhead

All uses of the University’s official seal, symbols or letterhead in decals, posters, programs, publications, signs, etc. must first be reviewed by the Public Affairs office.

740.4.3

Use of University Name

The right to use the University name may be granted to organizations whose membership consists primarily of a combination of students, faculty, staff and/or auxiliary staff members, upon application to the University President.  See CAP Section 923

740.4.4

Authorized Use of Letterhead and Business Cards

The official letterhead stationery of the University is authorized for State business only.  Business cards may be used only by current or emeriti employees of the University and are not authorized to be used by others affiliated with the campus.

740.5

United States and California State Flags

The United States flag and the California State flag are displayed in accordance with Government Code, State of California, Chapter 3.  Military veterans are honored by displaying the flags at half-staff on Memorial Day.  The deaths of students, employees and emeriti staff and faculty are remembered by the flying of the flags at half-staff on the last day of spring quarter classes.  The Public Affairs office arranges the lowering of the flags with the University Police Department

Reference

• Date approved by the President: 
• Office responsible for implementation: Public Affairs Office
• Date when the policy is to be reviewed and by whom (where stipulated): Annually by Office of the Vice President for University Advancement
• Sunset clause (where stipulated): 
• Related University Policies/Documents/Manuals/Handbooks: University Advancement Policy Manual
• Any laws, regulations or codes of practice which should be referred to in conjunction with the policy: