Communications Requests
The Communications team manages and supports the college's communications priorities and brand and editorial standards. GGC stories, professional accomplishments and requests for services are welcomed.
Professional, in-house consultation and services are provided in the following areas:
- Promotional campaigns
- Editorial services
- Event promotion
- Graphic design/artwork approvals
- News dissemination
- Photography
- Print publications
- Social media
- Website presence
Requests are reviewed and evaluated to ensure resource availability and alignment with the college’s communications needs and priorities. Due to resource limitations, not all requests can be accommodated. Alternative recommendations may be provided.
Things to Know
- If you are unsure of your needs, submit the general inquiry form.
- If you have problems attaching a file to a form, submit the form without the attachment(s), and then email the file attachment(s) to scpprojects@ggc.com and explain which ticket it goes with.
- Requests are received and reviewed within a work management ticketing system. If your request is approved, you will receive communications from us through this system. If needed, training will be provided.
- A minimum of 20 working days is required to complete most requests (details at the form links below). This does not include time for printing or production of specialty items, which take a few days to several weeks.
- Larger projects may require two to three months lead time.
- For major events and initiatives, please allow six months in advance to assist with your planning process.
- Last-minute requests are considered on a case-by-case basis and must align with communications and college priorities.
- Creative services are free of charge. However, clients may be responsible for production costs including printing, event materials, advertising, etc. The general inquiry form may be used to request an estimate for budget planning purposes.
- Requests must be approved by the requestor's supervisor and funds, if required, should be allocated before work begins.
- Offices/departments should designate one point of contact to coordinate with the Communications team.
Request Guidelines
Creative Services
Creative Services – Please read in advance of submitting your new ticket
From brochures and program flyers to simple invitations, the Public Relations team can work with you to determine the best solution to meet your marketing/communications needs.
Here’s what you should know:
- For best results: Please involve us in the planning stage so we can offer a full range of services.
- Before the design phase: The client is responsible for supplying accurate/factual information in Microsoft Word or PowerPoint files.
- Submitted text will be fact-checked and reviewed by Public Relations for grammar and adherence to the college’s AP editorial style.
- We will get the quote from the print vendor.
- Design and production: On average, it could take up to six weeks to complete print collateral. Some projects may require additional time, depending on their complexity and printing methods. Please build this time into your project timeline.
- Clients are allowed two rounds of edits before a project is finalized.
- About last-minute requests: We understand that emergencies arise and are here to help. However, last-minute requests should only be submitted in truly urgent circumstances and not because of a failure to plan appropriately. We will consider last-minute requests on a case-by-case basis.
Start Creative Services Request
Digital Signage
Digital signage is strategically located across the campus to promote student life events and academic activities. All signage should be horizontal and meet the required dimensions of 1920 pixels wide and 1080 pixels tall.
- We require a 20-workday lead time for digital signage tickets to:
- Ensure members of Digital Communications have time to review signs provided
- Redesign signs that do not meet brand standards
- Provide finalized signage with the recommended two weeks of advertisement
- In the special case you have a new digital signage request that must be resolved in fewer than 20 working days, please provide details in the comments section of the ticket for evaluation by the Digital Communications team.
Start Digital Signage Request
Directory Profile Updates
Your profile in the public directory adds value to the college; it’s more than accessing contact information.
Website visitors want to learn about your successes and skill sets, and we’re keen on sharing one of the primary reasons for GGC’s success: our talented Grizzly faculty and staff.
We encourage completed directory profiles and periodic reviews, so start below to request necessary edits or submit new information. Submitted updates are reviewed and completed weekly. Photography sessions are also offered, and session dates are announced via email.
GGC’s public directory on www.ggc.edu is collaboratively managed and maintained by Digital Communications and Human Resources. Please note that any requests for title changes should NOT be submitted as a communications request and should be coordinated through Human Resources.
Events
Posting your events and announcements to the campus events calendar is a critical promotional element that will get the GGC community excited.
The events calendar displays on a stand-alone page, as well as each of the audience homepages, guaranteeing maximum exposure to the campus community.
Be sure to submit your events for promotion on the calendar as early as possible. This lets the Digital Communications team know your event is approved and ready for promotion. The earlier you submit your request the more visibility the event will have on the website calendars.
Please allow 3-5 days for events to appear on the calendar after submission.
There are two 25Live forms used to submit event / announcement promotions, depending on whether the event requires a campus room reservation.
- Event promotion requests with a GGC room reservation location request have the event promotion section built into the 25Live form (event with location).
- Event / Announcement promotion requests with no room reservation needed (event with no location).
Both forms require GGC credentials to access.
Event promotion requests will be evaluated and considered for publishing on the public website and my.ggc.edu website calendars by the Digital Communications team.
Start your event / announcement promotion request by completing the appropriate form:
If you have questions about using this forms, please contact 25live@ggc.edu.
General Inquiry
Not sure what services you need but know that you need communications help with a project or event? Select "Start Your General Inquiry Request" below and someone from the communications team will help you identify what digital and PR services are relevant and how we can assist. You may also use this form to request estimates for future work or for budget planning.
Allow seven working days for someone to contact you to discuss next steps. If you require estimates, plan on an additional week after we discuss your estimates with you, as some vendors require several days to prepare estimates.
News and Notables
Have good news to share? We want to know about your significant awards, achievements and other distinctions, as well as important college news or interesting stories about students, faculty and college activities, programs and events. We also welcome story ideas for use in GGC’s various communications tools. For examples of what details to include, view current and previous News and Notables for inspiration.
Newsletter Review
After you have gathered all of your stories and your dean/division head has approved your newsletter text to move forward, please click on “Start your Newsletter Approval Request.”
Official GGC newsletters are reviewed for GGC graphic standards, consistency of messaging, and adherence to AP Style guidelines.
Once your final draft text is ready, we will review your newsletter within 15 business days and respond with feedback or required edits that must be made before distribution. So please plan your newsletters well in advance.
Photography Gallery
Photography Services also includes curated photo galleries. Members of the Public Relations team can put together a gallery of photos from past events and activities from which you can download.
Photography Services
Public Relations provides photography services for college-wide events and activities that visually promote Georgia Gwinnett College’s vision and mission in both print and online publications.
To be better stewards of our resources, all photography requests will be evaluated to ensure that they align with strategic initiatives and support our office’s objective to capture images that can be used for institutional marketing and recruitment purposes including college publications and social media.
- All requests must be received at least 10 business days before the event. If we cannot provide a photographer for your needs, we can provide a list of local freelance photographers. It is your responsibility to contract with the outside photographer in accordance with GGC accounting and contracting procedures.
- Requesting photo services does not guarantee a photographer. After review of the request, our project manager will contact you. Please note, that your assistance may be needed to facilitate your project. This may include securing access to locations and/or models.
- All photos are digital, but the process for planning, shooting, editing and image application requires as requests are fielded from across the entire college.
- Photography requests must be authorized by your supervisor. Please include the name, title, phone number and GGC email address of your supervisor in the request, so that verification may be obtained by Public Relations.
- All photos taken by Public Relations are subject to become part of the college’s photographic archive and may be shared with other offices and departments. Georgia Gwinnett College owns and retains the copyright to all images.
- Photography services are only available to Georgia Gwinnett College faculty and staff. All photography requests must include a valid GGC email address. A request containing an alternate email address will not be processed.
Presentations
Presentations can be created by downloading and editing GGC's official PowerPoint template.
The Pulse
The Pulse is GGC’s official e-newsletter that showcases news, events, stories and announcements GGC faculty and staff need to know. The communications team distributes the newsletter daily.
To include information in The Pulse, submit requests by 12 p.m. each day. Content must be applicable to faculty and staff. The Pulse is not delivered to students and only limited content regarding students, such as Notables, will appear.
The communications team reserves the right to review and edit all submissions for AP style, accuracy, consistency, spelling, punctuation and appropriateness. In the event a submission is not suitable for The Pulse, someone from the communications team will contact the sender.
Social Media
Social Media Promotion
Do you have a topic you want to promote on the main GGC Social Media accounts? Use the form below to provide a graphic and/or content of the proposed promotion.
A member of the Digital Communications team will assess your request within 1-2 days.
Start Social Media Promotion Request
Starting a Social Media New Account
Social media is a powerful tool to engage with the GGC community. Starting an account is simple, but maintaining the account takes a plan and dedication.
The social media landscape is competitive, and to be noticed, an account has to stand out. The Digital Communications team can help. Before requesting an account from the Office of Digital Communications, be prepared to discuss your area’s goals and strategies for creating and maintaining a social media presence that’s sustainable year-round.
Designate one or two people in your area to manage the account(s). They will work with a member of the Digital Communications team to develop their social media skills and understand how to build followers and ensure GGC is represented in the best way possible.
A member of the Digital Communications team will assess your request within 1-2 days and determine if a social media account is the most effective solution based on your area needs. Sometimes, a great promotional campaign is really all that’s needed.
Tiered Logo Requests
The elements of the Georgia Gwinnett College graphic identity system are used to market and brand the college, creating unity with its identity when used consistently. The use of the college’s official logos must adhere to the Graphic Standards Usage and Style Guide. This includes institutional colors, acceptable iterations, isolation areas, minimum size requirements and standardized customization for the GGC’s schools and offices.
PR has sole and final authority on use of the college’s logos. Your request will be reviewed within 10 working days. If your use of a logo is approved, we will provide further instructions to ensure that your usage is executed correctly.
A separate system is in place for using college logos on specialty items. GGC has a list of approved vendors for such items, and they submit their drafts to PR for approval.
Web Content
Need a web presence? We’re here to help.
GGC’s public website, www.ggc.edu, is managed and maintained by Digital Communications (in collaboration with the Web Content Management Program). We monitor the latest trends and best practices and pull in the resources needed to create positive experiences for our website audiences. Representative content managers throughout the campus community provide input and oversee content in their areas to ensure information is relevant and accurate.
Work with your content manager to collaborate with Digital Communications in the creation of new content or to make edits to existing content.
For event calendar requests, select "events" from the "Request Guidelines" list.
Content managers may start requests below, and be sure to include the URL(s) of any referenced page(s).
A representative from Digital Communications will assess content manager requests within two days. The DC representative will then request that content managers either proofread published edits or meet to learn more about the goals of the project and begin recommendations on drafting content, creating timelines, building structure and ultimately publishing.