FAQ

Updated: April 05 2017

These frequently asked questions are designed to provide a better understanding of University of Arizona branding guidelines, policies, and tools.


What are the different Brand access levels?

Guest

As a guest, you have base level access to the University’s brand strategy and platform, and various graphic elements to give you a sense of the brand.

NetID

NetID sign-in gives you access to the UA brand strategy and platform, master brand logos, brand guidelines, colors, stationery, presentation templates, Office document templates, and key photography.

Vendor

As a vendor, you are provided access to the UA brand strategy and platform, master brand logos, brand guidelines, colors, graphic elements, video guidelines, and library of high-resolution photography.

Web Resources

Access to the UA brand strategy and platform, master brand logos, brand guidelines, graphic elements, photography, and CSS styling to make UA-branded sites.

Visual Resources

Access to the UA brand strategy and platform, master brand logos, brand guidelines, stationery, Office templates, Creative Cloud templates and graphic elements, signage guidelines, video guidelines, and a vast library of high-resolution photography.

To request an access level update, please email brand@email.arizona.edu.


How do I use bulk mail Permit 190?

Post Office Requirements for Using UA’s 190 Permit

The UA has secured a non-profit permit, No. 190, with the US Post Office. Departments may use this permit for large mailings, and take advantage of the significantly lower postal rates by following these guidlines. Please be advised that the USPS is prone to change their requirements at any given time. ALL our UA Print Vendors have a qualified person on staff to address any postal issues. Please use them when designing a mailpiece to ensure adherence to mailing guidelines and secure the best possible postage. 


Content Requirements:

The piece must be for the sole purpose of the UA college, department, center, administrative unit or program. Outside or non-UA entities are not permitted to be listed or featured on the (cover of the) publication. If you wish to include a co-sponsor, proof of the co-sponsor’s non-profit status must be established in Tucson and must be on file at the Main Post Office/Cherrybell location in Tucson.

To recognize sponsors, you may include: “Sponsors” (with a list of the sponsor names) or “Thank you to our sponsors." 

Do not use the following phrases:

“Presented by”
“Sponsored by”
“In conjunction with”


Graphic Requirements:

  1. The University of Arizona horizontal or vertical logo must be on the front of the mail piece. No other logos, departmental or otherwise, are permitted.
  2. The words “The University of Arizona” must be the first line of the return address.
  3. No personal names are permitted in the return address.
  4. The permit (aka "Indicia") artwork must be designed as follows:
  • All UPPERCASE. No punctuation except where noted.
  • Line 1: NONPROFIT ORG (no hyphen and no periods)
  • Line 2: US POSTAGE PAID (no periods)
  • Line 3: TUCSON AZ (no comma)
  • Line 4: PERMIT NO. 190 (period after NO.)

For example:

Example of correct Indicia and return address on No. 10 envelope

 


Business Reply Envelopes/Permits

If including an envelope for gifts or donations, the use of Courtesy Reply or Business Reply is mandatory with an Intelligent Barcode.

Donation envelopes must use the following text on the “pay line”:

“Make check payable to The University of Arizona/Department or Center Name.” OR
“Make check payable to The University of Arizona Foundation/Department or Center Name.”

Failure to comply with all Business Reply Permit guidelines may result in the loss of the UA permit or an increased postage cost for all UA permit users.

To help guard against penalties, please follow these guidelines:

Have the entire piece (brochure, report, etc. plus mailing envelope) reviewed for adherence to guidelines by calling 520-388-5197 at the Main Post Office on Cherrybell. There is no cost for this service. Consultation is available on a first come, first served basis. Allowing for extra time in the production process is highly recommended. For help designing a mail piece, speak with a Mail Piece Design Analyst (MDA), who is a postal employee specially trained to answer your questions regarding mail piece design. 

Complete the USPS QBRM form and take it along with 10 samples of the business reply piece the Main Post Office on Cherrybell.


For more information contact:

Karen Campasano, UA Printing Services, ksc1@email.arizona.edu

USPS Mailing Requirements: Rosie Paradowski, 520-388-5197, rosaura.c.paradowski@usps.gov

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Are my Materials Accessible?

As one of the University’s many diversity efforts, colleges, departments, programs, and student organizations are encouraged to design programs and activities in ways that welcome participation by members of the disabled community. If you receive questions about accessibility or a request for accommodation and are not be sure how to respond, obtain the individual's contact information, make sure you understand the question or request, and let them know you will get back to them shortly.

If you need assistance in responding, contact Sue Kroeger at Disability Resources (520-626-7674 or suek@email.arizona.edu).

Publicizing the Availability of Accommodations

Including a statement about the availability of accommodations is a way of creating a welcoming environment. By encouraging advance inquires, you can identify any needed accommodations early so that they can be implemented in a seamless fashion. Below are four model statements. You should be able to adapt one of them for almost any situation.

Model Statements

  1. Events (To appear on calendars, posters, flyers and other announcements or advertising for the event.) "If you have questions concerning access, wish to request a sign language interpreter or disability-related accommodations please contact {insert name and contact information including an e-mail or TTY number}."
  2. Web Pages (To appear as text on pages if you are not sure of usability) "If you have difficulty accessing any portions of this page with adaptive technology, please contact {insert page owner/web master name, e-mail, phone, and TTY if available}.
  3. Publications (To appear on catalogs, brochures, and other University publications) "If you need this information in an alternate format (Braille, digital, tape or large print) please contact {insert name and contact information including an e-mail or TTY number}."
  4. Syllabi (To appear on all syllabi) "If you anticipate issues related to the format or requirements of this course, please meet with me. I would like us to discuss ways to ensure your full participation in the course. If you determine that formal, disability-related accommodations are necessary, it is very important that you be registered with Disability Resources (520-621-3268; drc.arizona.edu) and notify me of your eligibility for reasonable accommodations. We can then plan how best to coordinate your accommodations."

Accessible Websites

It is the policy of the University of Arizona to ensure that University Web pages will be usable by people with disabilities. Accessible Web pages are those that are constructed to be usable by anyone, including those who use assistive technology to access the content. Examples of assistive technology are screen readers, screen magnifiers, voice recognition software, alternative keyboards, and Braille displays.

Additionally, Dawn Hunziker, Assistive Technology Coordinator at the Disability Resources (hunziker@email.arizona.edu; 626-9409), is available as a resource.

Accessible Audio-Visual Information

Captioning Using and creating audio and audio/video information with captions is a way to include deaf and hard of hearing individuals without requiring them to seek individual accommodation. By anticipating the likelihood that your VHS or DVD material, Webcasts, iTunes and YouTube videos, and podcasts will be used by a widely diverse audience, you are designing for accessibility. General guidelines for captioning include the following:

  1. Instructors should use only videos in the classroom that are either closed or open captioned.
  2. Web developers should only post audio/visual content to the Web that includes captions.
  3. University personnel who are creating audio or audio/visual materials to promote the University should assure that those materials are captioned.

Disability Resources can provide assistance in adding captioning to pre-existing audio/video materials and in creating captioned media during the production phase.

Please contact Carol Funckes at Disability Resources (carolf@u.arizona.edu; 520-621-3274) to discuss the uses and copyright of your audio/video content prior to its use.


Shooting Video: Process and Permits

Many companies, advertising agencies, film production companies and filmmakers request permission to use the UA campus as a backdrop or location for filming. Outside companies are permitted to shoot photos or video on campus with the right approvals and some restrictions. The number one priority in deciding whether an outside company is allowed to shoot video on our campus is the safety of our students, faculty and staff and ensuring that the business of education is not interrupted.

The process

  • The company requesting the use of the UA campus for a video shoot should provide detailed information about the shoot, including whether or not the UA will be identified. Unless the company shooting the photos or video is part of a corporate sponsorship program with the UA, filming cannot include any UA identity – logos, signage or photos of Old Main.
  • If requesting use of the UA campus for a movie, the script must be reviewed by University Relations.
  • Fill out a UA Facilities Use Agreement and send along with certificate of insurance to University Relations for review and approval, who, upon approval will send to Risk Management for same. This agreement is required by the Arizona Board of Regents with specific guidelines for insurance, etc. If approved by both entities, the video shoot can be scheduled.
  • If the shoot involves expenses such as after-hours technical staff, additional lighting or props, the unit that is organizing the shoot has the option of charging the company a usage fee. This should be determined between the outside company and the UA unit.
  • Ready to get started? Download the UA Facilities Use Agreement.Fill it out completely. Scan and email it to sig@email.arizona.edu, or fax it back to 520.621.6259

If you have questions about this process, please contact Chris Sigurdson, Senior Associate Vice President, University Relations, sig@email.arizona.edu or 520.621.4608


UA Print Supplier Program

UA Procurement and Contracting Services has created a Print Supplier Program to help all units on campus save time and money on printing services. Sixteen printing companies are part of this program and each has been evaluated by UA Printing Services and judged to be superior for printing quality, customer service, prepress expertise, ability to meet deadlines and price.

Volume discounts are built into our contracts with these vendors. The more UA departments use these selected vendors, the greater the discount each department will receive.

How the program works

When a department needs a printer, that unit can contact one or more of the contracted print vendors directly for a quote. If a unit would like Printing Services to assist, we can help obtain quotes and place the order. Some units like to manage this process themselves, while others prefer to rely on the expertise in Printing Services.

One real benefit to using a printer through this program is that no matter how much you are spending on printing, there is no need for an RFP. And the unit paying for the printing has the authority to choose the print vendor.

Once the print vendor has been selected, a copy of the awarded estimate along with a Printing Services Billing form should be faxed to Printing Services at 520-621-6478. The unit then works directly with the print vendor to process the printing job. Printing Services will issue a PO to the printer, receive the invoice, then bill the department and pay the vendor. The price quoted by the printer (plus tax) is the price charged to your account. The vendors pay a 2% administrative fee to the University for streamlining this process for them.

It’s that simple.

This program is administered by the UA Printing Services department located at 22nd Street Warehouse, 1145 S. Warren Ave., P.O. Box 210458. If you have questions, please call

Karen Campasano
Tel: 520-621-9514
Fax: 520-621-6478
ksc1@email.arizona.edu

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How can I access the web fonts?

The Milo font suite is made available for official use by UA employees in compliance with the University of Arizona’s font license through FontShop. Please complete the font license agreement form to help the university remain in compliance with FontShop. Your permissions will be updated within two business days of submitting the form. Then you'll see font installation instructions.


Boilerplate description of the University of Arizona

Established in 1885, the University of Arizona, the state’s super land-grant university with two medical schools, produces graduates who are real-world ready through its 100% Student Engagement initiative. Recognized as a global leader and ranked 16 for the employability of its graduates, UA is also a leader in research, bringing more than $580 million in research investment each year, and ranking 20 among all public universities. UA is advancing the frontiers of interdisciplinary scholarship and entrepreneurial partnerships, and is a member of the Association of American of Universities, the 62 leading public and private research universities. It benefits the state with an estimated economic impact of $8.3 billion annually.

Include in press releases, on the Web, and in publications.


Requesting the Mascots & Cheer Team

Our UA mascots and Cheer Team are in great demand from campus and off-campus communities alike. Want to book Wilbur and/or Wilma Wildcat, or the Cheer Team, for your event? Simply fill out this online form:

Arizona Cheerleaders & Mascots Appearance/Event Policy


How Can I Secure a PDF?

Need to secure a PDF before emailing? Here are a few steps that will help ensure your document cannot be altered, copied, or printed, as needed:

 

When Using Adobe Acrobat Professional (Mac or PC):

 

  1. Complete your document in Microsoft Word, InDesign, Pages, or whichever document program you are working in
  2. Save as or export to a “PDF”
  3. Open the PDF version in Adobe Acrobat Pro
  4. Go to “File” and “Preferences” in your toolbar
  5. Select the “Security” tab, and choose the “Password Security” Security Method from the drop-down
  6. If you receive a prompt, click “Yes” to change the security
  7. You’ll see three sections: “Document Open”, “Permissions”, and “Options”
  8. In the “Document Open” section, leave blank. No password is required to open the document
  9. Go down to the “Permissions” section
  10. Change “Printing Allowed” to say “High Resolution”
  11. You may also choose not to allow printing if appropriate
  12. Change “Changes Allowed” to “None” if not already set to “None”
  13. OPTION: If you would like to prohibit any copying of any kind, ensure the following are NOT checked (TO NOTE, THIS MAY PROHIBIT SCREEN READER ABILITIES TO READ YOUR DOCUMENT):
  14. “Enable copying of text, images, and other content”
  15. “Enable text access for screen reader devices for the visually impaired”
  16. Next to “Change Permissions Password”, type at least a strong password you will remember
  17. In the “Options” section, make sure “Encrypt all document contents” is selected
  18. Click “OK”
  19. You’ll be prompted to enter your password again for verification
  20. Save document
  21. You should see “(SECURED)” in the title after you save it

 

For additional help on securing PDFs, refer to http://help.adobe.com.