Ä¢¹½ÊÓƵÍø

Communications & Marketing Policies

COMM 000 - Communications Policy

Number

COMM 000

Purpose

To provide guidelines for the creation, dissemination, and protection of CWI’s official communications to internal and external audiences.

Department

Communications and Marketing

Effective

December 1, 2016

Last Revision

March 12, 2024

Last Reviewed

March 12, 2024

Scope

Applies college-wide to the creation and dissemination of any documents, materials, or communications that are intended to represent CWI.

Definition

College Communication: Any official communication representing CWI that is distributed to the public, state and federal governing bodies, or CWI internal community via any available communication medium (including print and electronic).

Crisis Communication Team: Provost & VP of Academic Affairs, Executive Director, Facilities Planning and Management, Executive Director Communications & Marketing, VP Strategy & Operations, Director, Safety and Security, and Security Administrator.

Policy

CWI is committed to institutional integrity and information accuracy. CWI retains ownership of all communication mediums created for the purpose of distributing internal and external college communication. CWI must ensure that its official communications to the community and other external entities are consistent and accurately reflect its intended message. Accordingly, CWI has established the following guidelines regarding the creation, dissemination, and protection of CWI’s official communications. It is not the intent of this policy to infringe upon any individual’s right to freedom of speech or expression. Please refer to HR 250 Political Activity (Employees) Policy for guidelines on political activity.

Guidelines

  • CWI communications will be developed with a commitment to institutional integrity and accuracy to the best of the institution’s knowledge.
  • Official CWI external communication for mass distribution shall be monitored and approved by the Department of Communications and Marketing and include CWI logo and applicable branded elements and disclaimers.
  • Communication intended for distribution via use of the email distribution groups (DG), including Employees DG, must be approved by the requestor’s functional Vice President or designee.
  • Websites and social media sites are considered official communications and must follow the brand and style guidelines established by CWI.
    • All websites and social media pages created and maintained by College departments, divisions and officials must be approved by the Dean or Director of the requesting department and by the Department of Communications and Marketing prior to publication and must comply with the established Social Media Process. Requesting departments’ social media contributor must comply with established Social Media Process, including identifying a Communications and Marketing representative to be an administrative manager on all approved CWI Social Media channels.
    • Social media sites maintained by CWI are subject to State of Idaho public records laws. Any content maintained in a social media format that is related to CWI business, including a list of subscribers, and posted communication, is a public record. CWI employees are required to comply with all applicable federal and state laws in regards to copyright and plagiarism is prohibited.
    • All social media sites maintained by CWI shall also comply with all applicable CWI policies and standards, including but not limited to:
      • All federal and state laws, rules, regulations, or requirements applicable to CWI, such as FERPA
      • CWI Brand and Writing Style Guidelines
      • Information Technology Resource Use Policy
  • All social media sites maintained by CWI shall further comply with applicable terms of use or other policies, procedures and guidelines established for use of the host site, such as Facebook or Twitter.
  • All media inquiries shall be directed to the attention of CWI’s Government and Community Relations Director.
  • Crisis communications and timely warnings shall be authorized for delivery through the Crisis Communications Team.
  • All external advertising on behalf of CWI shall be directed by the Department of Communications and Marketing.
  • All external guest columns, interviews, and media responses on behalf of CWI shall be directed by CWI’s Government and Community Relations Director.

Referenced

COMM 010 - Trademarks, Logos, Graphics, Colors, and Seal

Number

COMM 010

Purpose

To provide guidelines for the coordination and protection of CWI’s graphic images, including but not limited to its word marks, logos, seals, symbols, letterhead, publications, signs and video productions, which identify or represent CWI to an external audience.

Department

Communications and Marketing

Effective

October 1, 2016

Last Revision

December 1, 2016

Scope

Applies college-wide to the creation and dissemination of any documents, materials, or communications that are intended to identify or represent CWI to an external audience

Policy

CWI strives to ensure that the images it portrays to the community and other external audiences are consistent and accurately depict the mission of the institution. Accordingly, this policy sets forth guidelines for visual and verbal images intended to represent CWI. These guidelines should also serve to protect against the unauthorized use of CWI’s marks, logos, seals, symbols and other proprietary identifiers. CWI’s Brand Style Guidelines explain CWI’s policies in effect for the use of CWI graphics, such as its logo and seal. The Brand Style Guidelines also describe the requirements for appropriate CWI identification in CWI publications, advertising, electronic messages and other communications representing CWI to external audiences.

Guidelines

  • Departments and individuals may only use CWI trademarks as permitted by this policy and in accordance with CWI’s Brand Style Guidelines.
  • Official communications should include CWI’s logo and applicable branded elements.
  • College photography and multimedia assets as well as media releases are the responsibility of CWI’s Communications and Marketing Department. Assets made available through the College digital asset management system may be used for department and individual materials. Communications representing CWI to internal and external audiences must be in accordance with CWI’s Brand Style Guidelines and CWI’s Communication policy. All other use of assets is limited to official CWI publications unless prior approval is obtained.
  • Alteration of CWI’s trademarks is prohibited
  • Departmental logos and other sub identity marks should follow the Brand Style Guidelines.
  • CWI’s trademark policy is applicable to all forms of media including electronic media, such as CWI’s websites and social media sites.
  • CWI’s name or trademark may not be used in any way that could cause confusion or imply an endorsement of any product or services.
  • Any use of CWI’s name or trademarks on merchandise must follow the Brand Style Guidelines.

Referenced

COMM 020 - Public Records

Number

COMM 020

Purpose

This policy establishes guidelines for the processing of requests to examine or copy Ä¢¹½ÊÓƵÍø’s public records.

Department

Communications and Marketing

Effective

March 2, 2017

Last Revision

November 2, 2023

Last Reviewed

November 2, 2023

Scope

This policy applies to all Ä¢¹½ÊÓƵÍø (CWI) public records not exempt under Idaho state law.

Definition

Custodian of Records: the person having personal custody and control of the public records. The Director Government Relation and Community Relations serves as Custodian of Records.

Public Record: includes, but is not limited to, any writing containing information relating to the conduct or administration of the public's business prepared, owned, used or retained by CWI regardless of physical form or characteristics. Provided, however, that personal notes created by a public official solely for their own use shall not be a public record as long as such personal notes are not shared with any person or entity.

Policy 

As an Idaho public institution of higher education, CWI must comply with the provisions of the Idaho Public Records Law granting individuals the right to examine or copy any public record if it is not exempt by law. This policy establishes guidelines for the processing of requests to examine or copy CWI’s public records in conformance with applicable law.

Guidelines 

Records Request 

Requests for public records shall be submitted in writing to the Custodian of Records. A submittal form for public records requests can be found on the CWI website. The request must include the name of the person making the request, a mailing address, e-mail address, and phone number. The Custodian of Records will date stamp the written request upon receipt.

Requests to examine or copy public records shall be granted or denied, as required by Idaho law, within three (3) working days of receipt of a written request, as described above. The Custodian of Records may take up to ten (10) working days to respond to such requests if necessary to locate or retrieve the public record.

Examination And Copying 

Examination of public records must be conducted during regular office or working hours. Records are not to be removed from the place designated for the inspection unless the Custodian of Records specifically agrees otherwise. The Custodian of Records shall make no inquiry of any person who requests a public record, except to verify the identity of a person requesting a record in accordance with Idaho Code § 74-113 or to ensure that the requested record or information will not be used for purposes of a mailing or telephone list prohibited by Idaho Code § 74-120. The Custodian of Records or a designated staff member shall use whatever diligence is required to prevent alteration or removal of any public record while it is being examined or copied. A request for public records and delivery of the public records may be made by electronic mail.

Copying Costs 

No charge will be made for the examination of records during normal college office hours. No fee shall be charged for copying the first one hundred (100) pages of paper records requested or for the first two (2) hours of labor in responding to a request for public records. For copies totaling in excess of one hundred (100) pages, the following cost per page may be requested by CWI. In addition, requests that require greater than two (2) hours of staff time will be charged at a reimbursement rate according to the following table:

Copying  
     Per page - Black & White $0.05
     Per page - Color $0.50
Labor  
     Administrative Assistant $25.00/hour
     Manager/Supervisor $42.00/hour
     Director $50.00/hour
     Vice President $75.00/hour
     Attorney $300.00/hour

Denial Of Request

The Custodian of Records (or his/her designee), and where appropriate after consultation with legal counsel for CWI, will determine whether a record requested in accordance with this policy is exempt from disclosure under applicable federal and state law. If a denial or partial denial of a request for examination is made, the Custodian of Records shall notify the person in writing of the denial or partial denial. The denial must include: (1) the rationale for the decision, including the statutory authority for the denial; (2) notice of the requester’s right to appeal the denial and the time period for doing so; and (3) a statement that legal counsel for CWI has reviewed the request or that CWI has had an opportunity to consult with its legal counsel regarding the request and has chosen not to do so.

Referenced

COMM 030 - Lobbying Policy

Number

COMM 030

Purpose

To provide guidelines for lobbying activities by CWI employees.

Department

Communications and Marketing

Effective

March 31, 2016

Last Revision

June 7, 2017

Scope

Applies to all CWI administrators and employees.

Definition

Lobby / Lobbying:  “Lobby” and “lobbying” means attempting through contact with, or causing others to make contact with, members of Congress or any state legislature, congressional or legislative committees or an executive official, to influence the approval, modification or rejection of any legislation by Congress or the legislature or any committee thereof or by the governor or to develop or maintain relationships with, promote goodwill with, or entertain members of Congress or any state legislature or executive officials.  “Lobby or “lobbying” also means communicating with an executive official for the purpose of influencing the consideration, amendment, adoption or rejection of any rule or rulemaking decision, procurement, contract, bid or bid process, financial services agreement or bond issue.

Policy

It is CWI's policy, in the conduct of its relationships with federal and state governmental officials and units, to follow all applicable laws and funding regulations. Accordingly, because CWI is a recipient of federal funds, prohibitions and restrictions exist on CWI employees attempting to influence members or staff of the executive or legislative branches of government regarding grants, contracts, or legislation. 

Guidelines

CWI administration and employees may not use federally appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress an officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any federal contract, grant or any other award covered by 31 U.S.C. § 1352.

If CWI receives more than $100,000 in federal funds and has used non-federal funds to pay any person for lobbying activities in connection with CWI programs, CWI shall file a disclosure form in accordance with federal law.

No CWI employee is permitted to lobby on behalf of CWI without the express authorization of the President.  Further, CWI employees may not engage in lobbying during work time on their own behalf or for their personal gain or use CWI funds or property for the purpose of engaging in lobbying on their own behalf or for their personal gain.

Referenced

COMM-040 - Community Engagement Policy

Number

COMM-040

Purpose

To promote engagement in the community by CWI, provide guidance, and ensure proper coordination occurs as the College associates with specific activities and organizations. It is also important to recognize that, as a public institution, the College’s reputation and brand must be protected. The College has the right to manage investments in community engagement while safeguarding the integrity of the College. All requests for community engagement activities will route through the Marketing Department for approval.

Department

Marketing

Effective

February 13, 2020

Last Revision

June 29, 2023

Last Reviewed

June 29, 2023

Scope

Applies to CWI Administration, faculty, and staff

Definition

Sponsorship:

  • Incoming Sponsorship is a direct or implied approval or support (such as financial, materials, services, or gift-in-kind) provided by any outside individual or organization to the College.
  • External sponsorship is an expenditure by CWI to a third party for community related events and/or activities for the purpose of engaging with event patrons and obtaining visibility to CWI through brand awareness. External Sponsorship must demonstrate a mutually beneficial exchange of knowledge and resources, which reinforces the mission of CWI and complements outreach efforts.

Partnership: A long-term, mutually beneficial engagement with a community partner, which is typically formalized with a Memorandum of Understanding or other formal engagement. A Community Partnership is not to be confused with a legal “partnership” where two or more persons or entities agree to carry on as co-owners of a business for profit. The characteristics of a partnership may include (1) an agreement to share knowledge and/or resources to achieve results that benefit both CWI and the community partner; (2) enhancement of scholarship, learning, and professional development at CWI; and (3) the development of experiential learning to connect instruction to community and careers.

Community Service: Engagement in volunteer activities that focus on providing services needed by different sectors of the community, including nonprofit, public, and community-based organizations, to improve the quality of life for local residents. When CWI employees participate in Community Service outside the scope of employment, they do not act as representatives of CWI.

Endorsement: Any statement, publication, visual representation, or activity included in marketing or promotional materials that expresses an opinion, value judgment, or association that can be reasonably construed to contain or imply a preference by CWI, or by any of its units or employees speaking or acting as representatives of CWI, for any external service. Endorsements do not include pedagogical discussions regarding educational services and products, or evaluative feedback sought by third parties regarding the use of services or products by CWI employees.

Advertising: Outside entities requesting to advertise on or in the College’s assets and communication materials.

Policy

CWI is committed to supporting community engagement activities dedicated to enhancing and strengthening the communities in which its employees and students work and live in line with the mission of the College. These opportunities for community engagement may come in the form of sponsorships, partnerships, and/or community service. The overriding principal surrounding such activities is to engage in ways that enhance, support, or progress the College’s mission.

Guidelines

GENERAL RULES

  1. College departments, programs, and employees acting in their professional capacity may not participate in Community Engagement Activities or Partnerships with, nor endorse or accept sponsorships or advertising, from any external entity whose products, services, programs, images, activities, mission, purpose, goods, and/or services:
  1. may harm the reputation of the College or are inconsistent with the College’s mission and values;
  2. violate CWI’s policies or practices and/or applicable local, State, and federal laws and regulations;
  3. discriminate or imply discrimination against any persons or groups based on age, ancestry, belief, color, creed, disability, national origin, race, religion, sex, sexual orientation, or veteran status, or in any other way that conflicts with College standards;
  4. the College deems to be racist, sexist, hateful, or demeaning;
  5. circumvent purchasing policies;
  6. are inherently dangerous or present an unacceptable risk of liability, including knives, firearms, weapons, and explosives;
  7. are considered to contain obscene, indecent, or profane material;
  8. promote the illegal use of alcohol or alcohol-related products or the illicit use of drugs;
  9. constitute a personal attack on individuals in either the public or private sphere; or
  10. creates an actual or apparent conflict of interest.
  1. College Divisions and Departments may not accept advertising or sponsorships in or on print or electronic materials, websites, or other College assets that students are required to access to complete their studies, such as the web registration system or websites containing academic coursework, or that prospective students are required to access when seeking admission to CWI, such as application and financial aid forms.
  2. Any individual or entity seeking to use the College name, logo, symbol, or mark must receive prior written approval from the Communications & Marketing Department, per COMM policy 010.
  3. Terms and conditions of all preapproved sponsorship, partnership, and advertising agreements must be expressed in writing and executed by a College official who has been delegated signatory authority; see ADMIN 150 Authorized Signature Policy. The contract/agreement must follow all appropriate steps outlined in ADMIN 000 Contract Administration and Management policy.
  4. According to the United States Internal Revenue Code, revenue generated by endorsements (when permitted), sponsorships, and advertising may be subject to Unrelated Business Income Tax (UBIT).
  1. College units must consult with the Comptroller to executing an agreement of the type covered by this policy to determine whether there are any tax consequences generated by this revenue.
  2. UBIT may be imposed when the revenue results from an activity that is unrelated to the core educational mission of the College.
  3. UBIT is imposed at the same tax rates applicable to for-profit corporations.
  1. Any CWI school, unit, or office wishing to act as a sponsor of a third-party, non-profit, or for-profit entity’s activity, event, or program must follow the same General Rules outlined in Section A - 4 of this policy.

 

ENDORSEMENTS

CWI prohibits direct and implied endorsements. The name, logo, or images of the College or any of its campuses or units may not be used in any statement, website, print or electronic communication, or activity to endorse any corporation, business, product, service, or candidate for public office.

  1. College employees acting on behalf of the College may not make endorsements.
  2. A CWI communication that includes comments of an evaluative nature, either positive or negative, is a form of endorsement.
    1. Statements of fact (example: “The computing center uses Product X systems.”) are not considered endorsements. Statements with an expressed opinion (example: “The computing center uses Product X systems because they are the best of their kind.”) are considered endorsements. The purchase of a product by the College does not imply that the College endorses the product.
    2. Images that depict factual situations (example: a photo showing a student with a neutral expression working at a Product X computer) are not considered endorsements. An image depicting a group of students wearing shirts promoting Product X products would be considered an endorsement.
  3. Exceptions to this prohibition on endorsements are unusual and require the written approval of the President.

SPONSORSHIPS

  1. Incoming: College units may enter into sponsorship agreements, upon approval obtained from Vice President of Marketing or designee, with reputable external entities to advance the mission of the College and to offset the costs of programs, activities, and events that are not directly related to the instruction of CWI students. Acknowledgement of sponsors and execution of sponsorship benefits will be coordinated with the Communications & Marketing Department. Sponsorship agreements may not include the purchase of goods and services from the sponsor.
  2. External:  Upon approval of an external sponsorship the requesting department will work with the Communications & Marketing Department to coordinate and execute benefits included in the sponsorship agreement. When benefits received goes beyond a level of visibility to be considered a sponsorship it becomes a marketing initiative and will then be fully managed by the Communications & Marketing Department. While participating in sponsorship activities and events, CWI employees are acting in their capacity as an employee and representative of CWI. 

PARTNERSHIPS

  1. Partnerships must first be approved by the head of the administrative unit proposing the partnership agreement. Upon receiving such approval, the proposed partnership must be presented to and approved by the Vice President overseeing such administrative unit. 
  2. Upon receipt of approval by the relevant Vice President, a CWI employee shall be identified as the Contract Manager of the partnership agreement and shall be responsible for serving as the primary contact for the community partner and for ensuring that CWI policies are followed in the administration of the agreement.  See ADMIN 100. 
  3. The Contract Manager for the partnership agreement shall comply with ADMIN 100 in submitting the required paperwork to the Contracts Group and procuring a memorandum of understanding or other partnership agreement. 
  4. The Contracts Manager shall thereafter monitor and evaluate deliverables under the partnership agreement. 
  5. The terms of a partnership agreement may have an option to renew but shall not be automatically renewed on an annual basis.  Renewal is subject to approval by the relevant Vice President and Vice President of Marketing or designee. 
  6. Each partnership agreement shall include a termination clause by CWI at any time and for any reason, though CWI will attempt to provide advance notice whenever feasible. 
  7. Whenever questions arise over the nature and extent of the benefit to CWI under the partnership agreement, or whether the partnership enhances, supports or progresses CWI’s mission, the relevant Vice President shall present the partnership for review and discussion with President’s Cabinet. The President shall have the ultimate authority to decline any partnership at any time. 

COMMUNITY SERVICE

CWI encourages members of the CWI community to engage in Community Service for the betterment of the community and to raise the quality of life of local residents. When participating in Community Service, CWI employees shall understand that they are acting as private citizens and not as official representatives of CWI. CWI may nonetheless spotlight the efforts of CWI employees who engage in Community Service for their personal contributions. 

ADVERTISING IN COLLEGE ASSETS OR ON COMMUNICATIONS MATERIALS

  1. A non-College entity may advertise at or about College events, in or on College communications, or on College property when:
    1. revenue or other benefits will be generated for a College department or program;
    2. the standards and criteria set forth in these and other relevant policies are complied with; and
    3. all other applicable College procurement regulations are followed.
  2. Advertising is not permitted on the College’s websites.
    1. Exceptions to this rule may be considered on a case-by-case basis by submitting a request in writing to the Vice President of Marketing or designee.
    2. Advertising that appears in a printed College publication may be included in the electronic version of that publication when it is posted online.
  3. The Vice President of Marketing or designee will review all advertising agreements prior to approval to ensure compliance.
    1. The College and its departments and units may determine suggested rates for advertising as appropriate to cover costs associated with such advertising, to generate revenue, and based on benefits granted through the advertising agreement.

RESPONSIBILITIES

  1. The Vice President of Marketing or designee must review and approve all sponsorships and advertising agreements.
  2. Under the Vice President’s or designee’s supervision, the Communications & Marketing Department will create and maintain guidelines.
  3. Any dispute about this policy or its application must be referred, in writing, for resolution to the Vice President of Marketing or designee.

Certain decision-making and administrative functions related to this policy may be delegated to other College offices or entities upon approval by the Vice President of Marketing or designee.

Referenced