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Policy and Procedure ManualChapter 310, Communications and Technology Responsible Department: Offices of the Chancellor and
Provost Exhibit A: University Letterhead Model Formats The purpose of this section is to describe the policy on the use of and specifications for University stationery, including official letterhead and interdepartmental memorandum letterhead, envelopes for outbound mail, personalized notepads, and business cards. A. Official University letterhead, including interdepartmental memorandum letterhead, shall be used only to conduct official University business. University letterhead shall not be used for personal purposes. University policy and Section 92000 of the State Education Code on the use of the University's name, and University policies on use of the unofficial University seal, on restrictions on the use of University resources for political activities, on misuse of University resources, and on relations of University staff members with State and Federal officials shall apply to this policy. (See References, VI, below.) B. Departments, schools and colleges, organized research units, and other units and programs of the University shall use official University letterhead for University business. Units may not design their own letterhead. C. Although official University letterhead stationery may be used for both external and internal correspondence, departments are encouraged to use interdepartmental memorandum stationery for internal (i.e., UC Davis) correspondence. D. Business cards should be made available for those individual employees who need them in the execution of their official duties, or for professional or graduate students at the discretion of the dean. Departments are responsible for determining which employees require cards. E. Department or clinic cards of standard design may be used by those units who need to provide general unit information to clients. A. General 1. University letterhead and business cards may not contain any photographs or artwork other than the University seal and UCD logo. Interdepartmental memorandum letterhead contains no artwork. Exception: If requested, the recycle logo and the words "recycled paper" can be imprinted at the bottom of interdepartmental memorandum letterhead; the words "recycled paper" can also be imprinted at the bottom of University letterhead. 2. University letterhead, including interdepartmental memorandum letterhead, is printed in black ink on standard-size (8.5" x 11") recycled white paper. Repro Graphics has details on specifications for typeface, ink, and paper. B. University letterhead (external) and envelopes See Exhibit A for samples of approved University letterhead formats. 1. The official University letterhead incorporates the University seal and a double rule enclosing the names of all campuses, with the official campus designation (e.g., University of California, Davis) at the top. The inclusion of the names of all campuses across the top identifies the organizational structure of the University. 2. The only names that can appear on letterhead are those of certain officers of the University. At the campus level, only the names of the Chancellor and the vice chancellors can appear, normally in the left-hand corner beneath the double rule. 3. Names of departments may appear in either the left or right corner. 4. To comply with U.S. Postal Service requirements and to avoid delays for return mail, letterhead must include the street address and the post office address (city, state, zip code) of the Davis campus or UCDMC, normally in the right-hand corner (beneath the University seal). a. The "common address" for the Davis campus is "One Shields Avenue." All departments located on the Davis campus must use this address, except for those departments that receive direct delivery from the U.S. Postal Service at another street address (e.g., School of Law, Shields Library, UCD Bookstore). b. Departments located at UCDMC may use either the actual street address of the department, or the street address of the Medical Center (2315 Stockton Boulevard); for those departments that have been assigned post office box numbers, the post office box number must be used. Due to the multiple addresses used at UCDMC, the complete return address should be in either the left or right corner. 5. Room numbers and building names are not used for offices located on University property unless essential for clarity for visitors. 6. Departmental telephone numbers and facsimile (FAX) numbers are permitted on University letterhead, normally on the last line underneath the department name. The departmental e-mail or Internet address is also permitted, so long as no individual's name is included in the address. 7. Envelopes used for outbound mail must include the department's name and recharge number (ID or cost center number) in the return address. To comply with postal addressing standards and automation design standards, all punctuation should be eliminated from envelope addresses, logos and other extraneous information should not interfere with the address fields, and states should be abbreviated (e.g., CA). a. The format below is used for return envelopes from departments located on campus. XXXX (ID number) b. The format below is used by departments located at UCDMC; departments may use either the department's actual address, or the UCDMC main address, or the post office box number for those departments that have been assigned one. XXXX (Cost Center number) For mail addressed to a patient or a patient’s representative, the department name shall be replaced with the building name (unless the building name is related to a medical condition) to comply with the Health Insurance Portability and Accountability Act of 1996 (HIPAA). C. Interdepartmental memorandum letterhead (internal) See Exhibit B for samples of approved formats. 1. The words "UC Davis," “UC Davis Health System,” or "UC Davis Medical Center" followed by a colon and the department's name appear at the upper right-hand corner of interdepartmental memorandum letterhead. 2. If addresses or telephone numbers are necessary, they are stacked immediately below the department's name. (City, state, and zip code are not used on interdepartmental memorandum letterhead.) 3. The words "University of California--(Letterhead for interdepartmental use)" appear at the bottom center of the page. This may be eliminated on computer-generated stationery. 4. Individual names shall not appear on interdepartmental letterhead. D. Business cards 1. Cards of standard size (3½" x 2") are printed in blue and gold ink or gold foil in accordance with the approved formats found at http://reprographics.ucdavis.edu/businesscards/. 2. The individual’s name, street address (see III.B.4, above), and post office address (city, state, zip code) must be included on business cards; title, department, business telephone numbers, fax numbers, and e-mail or Internet addresses may also be included. Personal addresses should not be printed on University business cards except as noted in 6, below. 3. Room numbers and building names may be included, in addition to the street address, in the address area of the business card. 4. Numerical designations of employee titles should be omitted (e.g., Academic Administrator III, Student Affairs Officer IV). 5. Cards for use in other countries may include degrees, telephone country code, and reverse sides in foreign languages. A request for exception is not required. 6. Departments may order one of the standard formats of business cards for professional or graduate students with approval of the dean. a. Students cannot design their own business cards. b. Only students who are in good standing can receive official business cards. c. The dean shall decide if the student should use the department address/phone number or must use a personal address/phone number. d. Students shall use their expected year of graduation (e.g., Class of 20XX) or "Graduate Student in [field name]" on the title line of the card. E. Personalized notepads Personalized notepads are a standard design and size (5.5" x 8.5") in accordance with the approved formats. Information at the bottom of the notepads is limited to 8 lines of text. Units may not design their own personalized notepads. F. Exceptions 1. Any deviation from the format of the University letterhead or from the policy requires approval of the Office of the President. Requests for exceptions must be submitted through the appropriate vice chancellor/dean (or the Office of Medical Sciences Public Affairs for School of Medicine and UCDMC departments) to the Offices of the Chancellor and Provost. Departments reporting directly to the Office of the President may be required to request approval through the appropriate vice president's office. 2. "Unofficial" stationery (including business cards) of another design may be approved, on an exceptional basis, for recognized organizations affiliated with the University whose primary purpose is to provide support and assistance to the University, such as alumni associations, foundations, and support groups. Unofficial stationery may also be approved for certain public relations activities, such as one-time fund-raising efforts, special events, and outreach programs. In all cases, approval of the Campus Policy Coordinator is required before initiating design work. 3. Requests for exceptions must clearly describe the business need for the exception. Sample stationery must be submitted before approval is final. 4. Standard UC Davis Health System (UCDHS) letterhead has been approved for use by School of Medicine and UCDMC clinical departments as a marketing and promotional tool for correspondence with patients and referring physicians. Official University letterhead shall still be used for academic and administrative correspondence. Guidelines for UCDHS letterhead are available from the Clinical Affairs Division. Any exceptions to the approved guidelines and formats require approval of the Clinical Practices Board Executive Committee. 5. Cooperative Extension Specialists are unable to use official University stationery when using franking privileges, according to Federal regulations. A standard format for Cooperative Extension letterhead for use by Specialists has been developed by the Dean's Office, College of Agricultural & Environmental Sciences, consistent with University and U.S. Department of Agriculture requirements. Variations to this format should be routed through the Dean's Office, then to the Offices of the Chancellor and Provost, for approval. 6. In rare circumstances, student employees on payroll may receive business cards by exception only when there is no acceptable alternative to an individual business card. A. Departments shall order University stationery through Repro Graphics. B. University letterhead requiring the University seal shall be preprinted by offset methods. A digital version of the letterhead including the seal is available from Repro Graphics for departmental computer-generated letterhead. In order to generate the letterhead bearing the University seal by computer, the following conditions apply: 1. Repro Graphics will create letterheads for computer generation that conform to the University's guidelines. 2. Modifications to an existing letterhead will be performed by Repro Graphics. 3. Letterhead bearing the University seal may be printed by the department on sulfite 20# bond within the specified guidelines; however, it is recommended that the letterhead be printed on 25% cotton fiber paper bearing a watermark. 4. Computer-generated letterhead should be produced on a laser printing device at a minimum of 300 dpi, with the recommended optimum quality at 600 dpi. C. Interdepartmental memorandum letterhead may be computer-generated or photocopy-generated if it conforms with the standardized format for such letterhead and is of acceptable quality. D. The following types of "unofficial" letterhead can be ordered without prior approval of an exception from the Offices of the Chancellor and Provost: 1. Letterhead for professional societies in which a UCD faculty or staff member is an officer. 2. Letterhead for journals or other publications for which a UCD faculty or staff member is an editor or on the editorial board. In all cases, the name of the University of California, Davis, can be used on the letterhead only as an address. The University seal and UCD logo may not be used. Individuals' names are permitted on these types of letterhead. E. University policy requires that departments order one of the standardized formats of business cards. Requests to move information from the standard location, modify colors, fonts, or other aspects of the standard design will not be approved. F. In certain cases, departments may place a specialized order for business cards through Repro Graphics without approval of an exception. Examples of specialized orders include the need for language translation, smaller quantities, or unusual timing and delivery requirements. Information regarding acceptable formats, specifications, and orders for University letterhead and business cards is available from Repro Graphics, 530-752-2679. Information on University policy and exceptions is available from the Campus Policy Coordinator, Offices of the Chancellor and Provost, 530-752-2407. A. Office of the President: Representation of the University on Letterhead and Business Cards, 9/28/99. B. Policy & Procedure Manual: 1. Section 310-50, Communications with Government Officials. 2. Section 310-65, Use of the University's Name and Seal. Copyright © 2006 The Regents of the
University of California, Davis Campus. All Rights Reserved. |
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