Policies and Procedures

School of Law Announcements
Conference/Symposium Communications
Publications and Printed Materials
Web Development
Audio/Video Postings

Policies and Procedures for School of Law Announcements

The School of Law has several venues for making announcements to the entire law school community. The Web site, plasma screen and Media Relations are there to communicate important messages about the School.

“SLU LAW News” Announcements

• Students, faculty and staff must send items for SLU LAW News to the announcements@law.slu.edu e-mail address by no later than the end of the day on Wednesday for publication in that week’s issue.
• SLU LAW News is published on the School of Law Web site every Friday during the Fall and Spring semesters.
• Items appropriate for publication include meetings of student organizations, guest speakers, fund-raising activities, conferences and symposia, and other related law school activities.

Plasma Screen Announcements

• Announcements for the plasma screen must be sent to announcements@law.slu.edu at least 2 weeks prior to an event. Please provide a brief description (maximum of 1 paragraph) and include the date, time and location of the event.
• The event must be School of Law-related or sponsored by the School.
• Items will remain on the plasma screen for a maximum of 2 weeks. The scrolling calendar announcements will have the event title, date, time and location only.

Policies and Procedures for Conference/Symposium Communications

The Office of Communications plays a key role in publicizing the conferences and symposia that are held at the School. Please keep in mind that during the academic year, several events can take place at or around the same time, so it is very important that conference organizers follow the guidelines outlined below. For the Conference/Symposium Overview and Checklist,see attached checklist.

After meeting with the events coordinator, an appointment with the Communications staff is required 12 weeks before the event. Contact the Assistant Dean for Communications at (314) 977-7248 to schedule the initial meeting.

For printed publications, the Design and Marketing Coordinator works with you and requires that you adhere to the following deadlines:

• For a printed piece that will be mailed, allow 8 weeks in advance to initiate the project.
• A mailing list in an Excel file must be submitted at least 7 weeks in advance. If you need to request a mailing list from Alumni Relations, contact the assistant director at (314) 977-3978.
• If you will be conducting a mailing for your event, mailing at the nonprofit rate will take approximately 4 weeks after printing is completed.
• For a printed piece that will NOT be mailed allow 6 weeks in advance.
• For a photocopied (B/W) piece or a color poster or printout, contact 2 weeks in advance.

Please provide the following information when submitting your job request:

• Quantity of the printed piece.
• How much money has been budgeted for printing. Include a line item for the Purchase Order request. If the piece is printed annually, please ask the Design & Marketing Coordinator if the Office of Communications has already budgeted for printing and mailing costs.
• Finalized text with images (if necessary). You will be able to proof the piece 2 times for errors.
• Images must be 300 dpi in a jpeg, tiff or eps format.

If you want to publicize your event in the local media, contact the Media Relations Specialist at least 1 month prior to the event. Media Relations will generate a news release and contact local media when appropriate.

Please provide Media Relations with the following information:

• Name of the event and the sponsor(s)
• E-mail address and phone number of the contact person for the event
• Where and when the event will take place
• The event’s schedule and list of participants, and the event format (e.g., several speakers, one speaker, a panel discussion)
• Why is this event of interest to the general public? Is it open to the public? Should the event be promoted to the SLU community ONLY? Should the event be listed in local newspaper calendars?
  

Policies and Procedures for Publications and Printed Materials

The Editor edits and proofs all publications prior to their release and/or printing. This includes brochures, postcards, posters for events, fliers, advertisements, the Saint Louis Brief magazine, web site content, and any other collateral marketing and advertising materials.

In order for the Editor to serve the School of Law faculty, staff and students efficiently, printed materials should be submitted to the Editor for review no later than 1 (one) week prior to the event and/or the date that the printed piece will be released. Please keep in mind that during the academic year, several events can take place at or around the same, so it is important to meet this deadline.

The Saint Louis Brief Magazine
The Saint Louis Brief is published two times per year, in the Fall and Spring. If alumni wish to contribute items for Class Notes, they should send them to brief@law.slu.edu.

The “Faculty Profile” and “Faculty View” sections of the magazine are written by a different faculty member for each issue. The Editor establishes the deadlines and word length for these sections and typically communicates this information to the faculty members at the beginning of the Fall/Spring semester.

Policies and Procedures for Web Development

The Office of Communications manages the School of Law Web site. Any inquiries about the Web site, Web services/capabilities or corrections should be sent to webteam@law.slu.edu. This e-mail goes to multiple staff members, including the Web Administrator, Web Developer, Editor and Assistant Dean. If you need assistance with a large-scale project, contact the assistant dean at (314) 977-7248 to set up a meeting.

Any additional events to be placed on the main School of Law Web calendar should be sent to announcements@law.slu.edu. All events must first be scheduled and approved through the room reservation form (http://law.slu.edu/forms/roomrequest/index.html) before the event can be listed on the Web calendar.

Audio/Video Postings

All audio/video recordings are handled through Law ITS. For more information, call (314) 977-2760. Note: 24 hours advance notice is required. Because taping sessions may coincide with one another, if advance notice is not given, some events may not be recorded. All Web postings are then coordinated by Law ITS with the Web development team when editing is completed. The editing process may take days to several weeks, depending on the complexity of the project.