UOW Policy Documents

Policy Documents at a Glance

Writing & Reviewing Policy

PRODUCTION OF MARKETING MATERIAL AND USE OF UOW BRAND POLICY


Date approved:	13 October 2006	Date Policy will take effect:	On approval	Date of Next Review:	December 2008
Approved by:	University Council
Custodian title & e-mail address:	National Marketing Manager emily_christofides@uow.edu.au
Author:	National Marketing Manager
Responsible Faculty/Division & Unit:	UniAdvice
Supporting documents, procedures & forms of this policy:	UOW Corporate Style Guide and Web Style Guide
References & Legislation:	Education Services to Overseas Students Act, 2000 (Commonwealth) The National Code of Practice for Registration Authorities and Providers of Education and Training to Overseas Students 2007) Use of the University Name in Public Statements Policy
Audience:	Public – accessible to anyone
Expiry Date of Policy:	Not applicable

Contents

1 Purpose of Policy 2
2 Definitions 2
3 Application & Scope - Exclusions or Special Conditions (if any) 2
4 Content and Style of Promotional Materials 2
5 Approval of Promotional Materials 3
6 Version Control and Change History 3

1 Purpose of Policy

1. The University of Wollongong (UOW) places a high priority on producing promotional materials of the highest quality and accuracy, which reinforce the UOW brand and identity. This policy aims to ensure that promotional materials for or about UOW:

a. are accurate and comply with internal and external requirements; and
b. use the UOW's corporate image and visual branding appropriately and professionally

2 Definitions

Word/Term	Definition (with examples if required)
Agents	means all parties contracted by UOW to recruit students on its behalf, be it onshore or offshore
Onshore	means within Australia.
Offshore	means outside Australia
Partners	means: (a) all parties in contractual agreement with UOW to deliver services on its behalf or in conjunction with them; (b) parties that UOW may sponsor or be affiliated with in a contractual agreement
Promotional materials	means all advertising, publicity, brochures, signage, merchandise, uniforms or other material in any form (e.g. print, online, digital, video or audio) promoting UOW or its products or services.
Publication	means printing, issuing, making available or otherwise communicating promotional materials for or about UOW or material containing some reference to UOW.

3 Application & Scope - Exclusions or Special Conditions (if any)

1. This policy applies to all promotional materials for or about UOW, whether produced by UOW staff, its agents or partners

4 Content and Style of Promotional Materials

Accuracy of Content

1. The content of all promotional materials and publications must be accurate and current.

UOW Style and Brand

2. All promotional materials and publications must:

a. adhere to the UOW Corporate Style Guide* and Web Style Guide (where appropriate); and
b. comply with the procedural requirements for the use of the UOW Brand and Logo set out in Appendix 1.

Note: Information about the UOW Corporate Style Guide can be referenced in the document ‘Style Guide for Printed Publications Version 2.1’. This can be obtained by contacting UniAdvice.

Recruitment of overseas students and CRICOS Code

3. All promotional material directed at the recruitment of overseas students who come to Australia to study on a student visa must adhere to the National Code of Practice for Registration Authorities and Providers of Education and Training to Overseas Students (The National Code) and the ESOS Act. Details of compliance requirements are outlined in Appendix 2.

Disclaimer

4. All printed promotional materials and publications produced solely by UOW must display the following General University Disclaimer in 6pt font:
5. The University of Wollongong attempts to ensure that the information contained in this publication is correct at the time of production [(insert month & year)], however, sections may be amended without notice by the University in response to changing circumstances or for any other reason. You should check with the University at the time of application/enrolment whether any later information is available.

5 Approval of Promotional Materials

Materials promoting UOW

1. All promotional materials and publications promoting UOW both onshore and offshore must be approved in writing in accordance with Appendix 3 by:

a. the relevant Dean/s or nominee/s; AND
b. the UniAdvice National Marketing Manager, International Marketing Manager or Manager Office of Community and Partnerships, or nominee/s; who will in some instances seek advice from the relevant Senior Executive/s.
c. promotional materials promoting UOW teaching programs onshore or offshore will be referred by the UniAdvice National Marketing Manager or International Marketing Manager or nominee/s; to the Deputy Vice-Chancellor (Academic and International) for final approval.
d. promotional materials relating to research centres and/or institutes or University corporate level documents, will be referred by the UniAdvice Manager Office of Community and Partnerships, or nominee/s; to the Deputy Vice-Chancellor (Research) or relevant Senior Executive/s for final approval.

Consultation

2. Where possible, all promotional material or publications must be sighted and approved by UniAdvice National Marketing Manager, International Marketing Manager or Manager Office of Community and Partnerships, or nominee/s; while in the development stage. All relevant UOW representatives should also be consulted in the development stage, to ensure content accuracy.

6 Version Control and Change History

Version Control	Date Effective	Approved By	Amendment
1	13 October 2006	University Council	First Version
2	6 July 2007	University Council	Additional promotional information requirements added to Appendix 2 to comply with the revised National Code of Practice for Registration Authorities and Providers of Education and Training to Overseas Students
3	6 May 2009	Vice-Principal (Administration)	Migrated to the UOW Policy Template as per the Policy Directory Refresh Project.

Appendix 1 – Use of the UOW Brand and Logo Procedures

1. UOW staff, students, agents and partners both onshore and offshore, wishing to use the UOW logo in promotional materials or publications, must obtain written approval from the following people in the order listed:

a. the relevant Dean/s and/or Director/s (or nominee/s) as appropriate; AND
b. the UniAdvice National Marketing Manager, International Marketing Manager or Manager Office of Community and Partnerships, or nominee/s; who will in some instances seek the approval of the Deputy Vice-Chancellor (Academic), the Vice-Principal (Administration) and/or the Deputy Vice-Chancellor (Research) as appropriate.

NOTE: Whilst UOW may agree to authorise the use of the logo, all parties must acknowledge that the logo has considerable goodwill and is of value to UOW.
2. UOW will protect the logo and its reputation by authorising third party use only where clear terms are agreed (e.g. scope of permitted use, duration of use) and on the following conditions:

a. Where the logo does appear as a secondary or third party sponsor, every effort must be made to preserve the integrity of the logo, and where possible, UOW should see and approve finished art.
b. The UOW logo must not be manipulated in any manner except for the proportional scaling of the graphic as a whole element;
c. The UOW logo must not be used in a misleading or deceptive way, for example where usage might falsely represent or imply UOW endorsement of products or services;
d. Must not purport to bind the University or make any representations on its behalf unless otherwise approved;

3. Please note: ‘Use of the University’s Name’ Policy states that the name of the UOW used in communication with any outside activity or commercial activity must have prior consent of University Council.

Appendix 2 - Recruitment of Overseas Students

1. All promotional material directed at the recruitment of overseas students who come to Australia to study on a student visa must adhere to the National Code of Practice for Registration Authorities and Providers of Education and Training to Overseas Students (The National Code) and ESOS Act.
2. The National Code and ESOS Act apply to all registered providers of education and training services to students from overseas and are to be used as a minimum standard in any promotion, marketing or student recruitment for the University’s Australian campuses or partner institutions and programs overseas. All promotional material and publications in which the UOW’s name appears, must meet the following requirements:

2.1. Carry the University’s institutional CRICOS code. If including information about programs that are offered by Wollongong College Australia (WCA), the WCA CRICOS code and company details must also be displayed. The ESOS Act prescribes severe penalties for failure to list the CRICOS code (see Section 107 of the Act). Correct wording for display of this information is:

a. Documents relating to UOW: University of Wollongong CRICOS: 00102E
b. Documents relating to WCA: Wollongong College Australia is a registered business name of ITC Education Ltd (ABN 14 105 312 329) CRICOS: 02723D
c. Additional wording on all promotional materials (printed and electronic) regarding the following WCA courses:

i. Foundation Studies
ii. University Access Programs
iii. STEP to UOW (NB: All other programs offered by WCA are registered under the WCA CRICOS).

This course is a registered University of Wollongong course (CRICOS: 00102E) and is delivered by Wollongong College Australia (CRICOS: 02723D). Wollongong College Australia is a registered business name of ITC Education Ltd.

d. Additional wording on all promotional materials (printed and electronic) regarding courses that include TAFE components. This wording should appear alongside any promotional material for:

i. Bachelor of Business Administration (Hospitality)
ii. Bachelor of Business Administration (Events Management)
iii. Bachelor of Business Administration (Tourism Management)

This course is a registered University of Wollongong course (CRICOS: 00102E) and is delivered jointly by the University and TAFE NSW (TAFE NSW – Technical and Further Education Commission: 00591E).

e. When promoting programs not yet approved, the following wording must be used:

Subject to final approval and CRICOS registration

2.2. Include content that complies with relevant section of the National Code, which can be found at http://www.dest.gov.au/sectors/international_education/publications_resources/other_publications_resources/esos_guide/section_7_advertising_promoting_and_providing_courses.htm sections 19 and following, and stipulates that:

The provider must ensure that marketing of its education and training services is carried out with integrity and accuracy. It must uphold the reputation of Australian international education and training. No false or misleading comparisons shall be drawn with any other provider or their courses. The provider must not make any inaccurate claims of association with any other provider or organisation, or give inaccurate advice as to acceptance into another course.

Appendix 3 - Approval of Promotional Materials and Publications Promoting UOW and/or UOW’s Teaching Programs

Steps for Approval

The following steps must be followed when producing promotional materials or publications relating to UOW both onshore and offshore:

Step 1 Approval to Produce Material

1. Permission to produce promotional materials or publications relating to UOW both onshore and offshore, must be given prior to their development, by the relevant Dean/s and/or Director/s (or nominee/s) as appropriate.

Step 2 Approval of Content

Promotional materials or publications relating to UOW:

2. The relevant Dean/s and/or Director/s (or nominee/s) of the departments closely affiliated or responsible for the promotional materials or publications, must approve accuracy of content such as:

a. CRICOS code
b. Comparisons with other courses (not false or misleading)
c. Claims of association
d. UOW awards and accolades
e. Expiry date on use of promotional materials

Promotional materials or publications promoting UOW teaching programs:

3. For promotional materials or publications where UOW teaching programs are promoted, the relevant Dean/s and/or Director/s (or nominee/s) of the faculty/ies offering the academic program must check the accuracy of all statements in the document and, in particular, the following:

a. Course name
b. Course number
c. Course details
d. Subject details
e. Contact hours
f. Assessment requirements
g. Completion times
h. Details regarding support facilities/resources
i. CRICOS code
j. Comparisons with other courses (not false or misleading)
k. Claims of association
l. UOW awards and accolades
m. Expiry date on use of promotional materials

Step 3 Approval by UniAdvice

4. The UniAdvice National Marketing Manager, International Marketing Manager or Manager Office of Community and Partnerships (or nominees) must check:

a. Compliance with UOW Style Guides
b. Appropriate use of Logo
c. CRICOS code
d. Claims of association
e. UOW awards and accolades
f. Disclaimers

5. The UniAdvice National Marketing Manager, International Marketing Manager or Manager Office of Community and Partnerships, or nominee/s; will in some instances seek advice from the relevant Senior Executive/s.
6. Promotional materials promoting UOW teaching programs offshore will be referred by the UniAdvice National Marketing Manager or International Marketing Manager or nominee/s; to the Deputy Vice-Chancellor (Academic) for final approval.
7. Promotional materials relating to research centres and/or institutes, will be referred by the UniAdvice National Marketing Manager, International Marketing Manager or Manager Office of Community and Partnerships, or nominee/s; to the Deputy Vice-Chancellor (Research) for final approval

NOTE: Approval Coversheet attached must be used to formalise the approval process

Last reviewed: 28 May, 2009

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