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490 - Correspondence Procedures

Section: 490-2
Effective: 08/21/2018
Supersedes: 01/01/2001
Review: 08/21/2021
Issuance Date: 08/21/2018
Issuing Office: Creative Services and Publications / University Communications and Public Affairs

PPM 490-2 Policy [pdf format]

GUIDELINES FOR STATIONERY, BUSINESS CARDS, AND COLLATERAL ITEMS

SCOPE

 

This policy applies to all employees, students and official vendors and or contractors at UC San Diego locations, including campuses and medical center facilities.

 

 

POLICY SUMMARY

 

It is the policy of UC San Diego that University stationery will be used only in the conduct of University business. This policy establishes restrictions and provides guidelines for this use.

 

 

DEFINITIONS

 

None

 

 

POLICY STATEMENT

 

University stationery shall be used only in the conduct of University business. University policies on the use of the University's name and University seal shall apply to these guidelines in accordance with Section 92000 of the State Education Code.

 

This policy governs design specifications and use of three formats approved for stationery and collateral materials at UC San Diego. Approved letterhead formats are:

                                                                                                                  

·         Official University of California

·         UC San Diego Logo

·         UC San Diego Health

 

More information is available in the UC San Diego Brand Guidelines: https://ucpa.ucsd.edu/brand/marks/stationery

 

Occasionally, specialized stationery may be required to support campus initiatives. Specialized stationery must be reviewed and approved by Creative Services and Publications. All requests for exceptions to these stationery guidelines should be directed to Creative Services and Publications.

 

 

RESPONSIBILITIES

 

Creative Services and Publications is responsible for managing the UC San Diego stationery program. Creative Services and Publications shall revise and maintain guidelines and resources, as well as review and approve or deny requests for exceptions to the stationery guidelines.

 

 

PROCEDURES

 

A.    Approved Stationery Formats

 

1.     Official University of California Stationery and Collateral

 

The format adopted by the Office of the President in 1963 incorporates the University seal and a double rule enclosing the names of all campuses. The design, including the unofficial seal, typefaces, type sizes, and colors may not be altered, nor may it include photographs or additional artwork.

 

a.     Typeface

 

Times Roman is the only typeface used for official University of California stationery at UC San Diego.

 

b.    Color

 

Official University of California stationery may be printed in black ink only.

 

Official University of California stationery may be used by campus units. Questions about official stationery should be directed to Creative Services and Publications.

 

2.     UC San Diego Logo Stationery and Collateral

 

The format adopted by campus in 2012 is the only alternate stationery used by UC San Diego employees in the conduct of campus business. The design, including the campus logo, typefaces, type sizes, and colors may not be altered.

 

a.     Typeface

 

Myriad Pro typeface is the only typeface used for UC San Diego Logo stationery.

 

b.    Color

 

UC San Diego Logo stationery is printed in black, PMS 2767 (blue) and PMS 1245 (gold).

 

3.     UC San Diego Health Stationery and Collateral

 

The format adopted by UC San Diego Health is the only stationery used by UC San Diego Health departments.

 

Information on the design specifications and ordering of UC San Diego Health materials is available from UC San Diego Health Marketing.

 

B.    Approved Business Card Formats

 

There are four business card formats that are approved for use by campus employees conducting business on behalf of the University. They are listed in the UC San Diego Brand Guidelines (https://ucpa.ucsd.edu/brand/marks/stationery) and available to order from Imprints.

 

The approved formats for UC San Diego Health are available in the Brand Guidelines for UC San Diego Health. To access the guidelines and for information on ordering cards, visit https://pulse.ucsd.edu. Sign in with your campus AD credentials.

 

C.    Identifying Information

 

Location of names, titles, departments and addresses on stationery and business cards is dictated by University policy. The following information may be included on letterhead stationery and business cards:

 

Department or Unit Name
Mail Code

Nine-digit Zip Code
Telephone Number
Fax Number (optional)
University E-Mail Address
University Internet Address

Name*
Official Title*

*Names and titles only appear on business cards and monarch-sized letterhead.

 

D.    Other Stationery

 

1.     UC San Diego flat and folded notecards, and matching envelopes, are available to order at Imprints.

 

2.     Also available are monarch-sized letterhead and envelopes.

 

E.    Ordering Campus Stationery and Business Cards

 

1.     Contact UC San Diego Imprints to order campus stationery, business cards, and notecards.

 

Foreign language translations of addresses may be printed on the backs of business cards. Requests for translations should be noted on the business card order form.

 

2.     Visit https://pulse.ucsd.edu to order letterhead, business cards, and additional collateral available for UC San Diego Health employees.

 

 

FORMS

 

Order business cards and stationery from Imprints’ Print Connection.

 

Contact Creative Services and Publications with questions.

 

Order UC San Diego Health business cards and stationery by visiting https://pulse.ucsd.edu.  

 

 

RELATED INFORMATION

 

A.    California Education Code Section 92000

 

B.    UC Policy on Representation of the University on Letterhead and Business Cards, 9/28/99

 

C.    UC San Diego Policy & Procedure Manual (PPM) 510-10 Use of University Name and Seal

 

D.    UC San Diego Brand Guidelines (http://ucpa.ucsd.edu/brand)

 

 

FREQUENTLY ASKED QUESTIONS (FAQ’S)

 

Resource: UC San Diego Brand Guidelines

 

 

REVISION HISTORY

 

August 20, 1963 This policy was originally issued.

 

January 1, 2001 This policy was revised and reissued.

 

August 21, 2018 This policy was revised and reformatted to meet current UCOP policy and Branding guidelines.