Publication Guidelines & Standards

Acquiring Publication Numbers

Downloadable Logos

By law, publications at TSU require a publication number! 

To comply with state law, "publications" are defined as any printed matter which is produced for general distribution either on- or off-campus. Just because the item is intended solely for an internal audience does not mean it automatically does not need a publication number. A simple rule of thumb is to contact the Office of University Publications to discuss any publication with you.

Publication Number Approval Form

AA/EEO Statement and Logo

How do I get a publication number?

When considering a publication, contact the Office of University Publications and:

  1. Download the Publication Approval Form and complete it in its entirety.
  2. Then, send it, along with a copy of your publication (either hard copy or electronic PDF), to publications@tnstate.edu.
  3. A number will be assigned and returned via e-mail (or other means if necessary).

The Office of University Publications will review your publication and mark any needed changes prior to assigning a publication number. The latest edition of The Associated Press Stylebook is used in the editing of publications. Additionally, the Office of University Publications is currently producing a Publications Guide & Style Manual to assist the campus community in understanding appropriate logo use, colors, fonts, uniformity in style, content, etc. to improve the overall quality of publications and to assist in enhancing the image of our university.

How long does it take?

While all efforts are made to review your publication in a timely fashion, please allow up to two (2) weeks or 10 business days for review and issuance of publication numbers. Also, please note that more time may be needed during peak business at the university (i.e. fall and spring registration, Homecoming, Commencement, etc.). However, if you have a problem or an emergency, the Office of University Publications will work with you, but please don’t wait until the last minute if you have a choice.

Who assigns the numbers?

The duty of implementing and maintaining the publication numbering system lies with the Office of University Publications; however, it is each division/department/unit’s responsibility to adhere to the appropriate process of obtaining a number.

Why do we number publications?

As required by the U.S. Department of Education’s Office for Civil Rights (OCR), Tennessee state law (Tennessee Code Annotated, Sections 12-7-106-108) and rules of the Higher Education Publications Committee, every publication produced, whether hard copy or electronic, must be reviewed by the Office of University Publications to be assigned a required publication number to adhere to specific quality and cost-monitoring procedures for publications printed by state college, universities and technical schools. Additionally, the OCR requires that any publications related to recruitment materials made available to participants, students, applicants or employees must include a full non-discrimination statement. You will find relevant information that outlines the requirement at http://www2.ed.gov/about/offices/list/ocr/docs/nondisc.html. All institutions are required to follow the guidelines on their respective campuses.

Along with a publication number, all publications must also have the Tennessee State University logo included and the non-discrimination statement:

Your publication number  – Tennessee State University is an AA/EEO employer and does not discriminate on the basis of race, color, national origin, sex, disability or age in its programs and activities. The following person has been designated to handle inquiries regarding the non-discrimination policies: Tiffany Baker-Cox, director of Equal Opportunity and Affirmative Action, 3500 John A. Merritt Boulevard, Nashville, TN 37209, (615) 963-7435.

For the occasions when the full statement would not pertain or fit (schedule cards, campus maps, etc.):

Your publication number  – Tennessee State University is an AA/EEO employer.

What needs a publication number?

To comply with state law, "publications" are defined as any printed matter which is produced for general distribution either on- or off-campus. Just because the item is intended solely for an internal audience does not mean it automatically does not need a publication number. A simple rule of thumb is to contact the Office of University Publications to discuss any publication with you. The OUP can help make the decision to waive use of a publication number.

Listed below are examples of the types of publications required by law to obtain publication numbers:

  • Undergraduate and graduate catalogs
  • Student recruitment publications
  • Admissions applications (unless part of a catalog)
  • Housing applications
  • Financial aid applications
  • Brochures, posters, calendars, pamphlets, fliers, programs, etc. promoting cultural or athletic events
  • Alumni and development solicitation materials
  • Seminar and workshop registration forms, brochures, etc.
  • Research project reports (if generally distributed)
  • Agricultural brochures, pamphlets, etc.
  • Treasurer’s reports and other “outside” financial reports
  • Campus telephone directories
  • Employee benefits booklets, posters, etc.
  • Purchasing requests for bids
  • Purchase order forms
  • Employee applications
  • Placement forms
  • Athletic ticket applications
  • Campus, college and departmental newsletters
  • Faculty, staff and student handbooks
  • Employee training manuals

Certain printed materials which are intended solely for internal use may be excluded from the requirement that a publication number be affixed. Examples of such internal use publications are:

  • Work-processing forms for internal use
  • Research project reports generally not distributed
  • Research survey instruments and classroom test instruments
  • Personnel and fiscal policy manuals
  • Grade reports
  • Tickets for athletic and cultural events
  • Student newspapers
  • Traffic citations


What if it's the same thing I did last year?

Publications that are exact reprints, meaning absolutely no changes are made, can be printed without getting a new number. If a publication is not an exact reprint, each publication, regardless of if it’s an annual publication, quarterly, monthly or more frequent, MUST be issued a publication number each time a new edition is printed.

 

 

 

 

 

 

Publication Number Approval Form

AA/EEO Statement and Logo

How do I get a publication number?

When considering a publication, contact the Office of University Publications and:

  1. Request a Publication Approval Form by e-mailing publications@tnstate.edu. The form must be completed in its entirety.
  2. After completing the form, send it, along with a copy of your publication (either hard copy or electronic PDF) to publications@tnstate.edu.
  3. A number will be assigned and returned via e-mail (or other means if necessary).

The Office of University Publications will review your publication and mark any needed changes prior to assigning a publication number. The latest edition of The Associated Press Stylebook is used in the editing of publications. Additionally, the Office of University Publications is currently producing a Publications Guide & Style Manual to assist the campus community in understanding appropriate logo use, colors, fonts, uniformity in style, content, etc. to improve the overall quality of publications and to assist in enhancing the image of our university.

How long does it take?

While all efforts are made to review your publication in a timely fashion, please allow up to two (2) weeks or 10 business days for review and issuance of publication numbers. Also, please note that more time may be needed during peak business at the university (i.e. fall and spring registration, Homecoming, Commencement, etc.). However, if you have a problem or an emergency, the Office of University Publications will work with you, but please don’t wait until the last minute if you have a choice.

Who assigns the numbers?

The duty of implementing and maintaining the publication numbering system lies with the Office of University Publications; however, it is each division/department/unit’s responsibility to adhere to the appropriate process of obtaining a number.

Why do we number publications?

As required by the U.S. Department of Education’s Office for Civil Rights (OCR), Tennessee state law (Tennessee Code Annotated, Sections 12-7-106-108) and rules of the Higher Education Publications Committee, every publication produced, whether hard copy or electronic, must be reviewed by the Office of University Publications to be assigned a required publication number to adhere to specific quality and cost-monitoring procedures for publications printed by state college, universities and technical schools. Additionally, the OCR requires that any publications related to recruitment materials made available to participants, students, applicants or employees must include a full non-discrimination statement. You will find relevant information that outlines the requirement at http://www2.ed.gov/about/offices/list/ocr/docs/nondisc.html. All institutions are required to follow the guidelines on their respective campuses.

Along with a publication number, all publications must also have the Tennessee State University logo included and the non-discrimination statement:

Your publication number – Tennessee State University is an AA/EEO employer and does not discriminate on the basis of race, color, national origin, sex, disability or age in its programs and activities. The following person has been designated to handle inquiries regarding the non-discrimination policies: Dr. Forrestine White Williams, interim director of Equity, Diversity and Compliance, 3500 John A. Merritt Boulevard, Nashville, TN 37209, (615) 963-7435.

For the occasions when the full statement would not pertain or fit (schedule cards, campus maps, etc.):

Your publication number – Tennessee State University is an AA/EEO employer.

What needs a publication number?

To comply with state law, "publications" are defined as any printed matter which is produced for general distribution either on- or off-campus. Just because the item is intended solely for an internal audience does not mean it automatically does not need a publication number. A simple rule of thumb is to contact the Office of University Publications to discuss any publication with you. The OUP can help make the decision to waive use of a publication number.

Listed below are examples of the types of publications required by law to obtain publication numbers:

  • Undergraduate and graduate catalogs
  • Student recruitment publications
  • Admissions applications (unless part of a catalog)
  • Housing applications
  • Financial aid applications
  • Brochures, posters, calendars, pamphlets, fliers, programs, etc. promoting cultural or athletic events
  • Alumni and development solicitation materials
  • Seminar and workshop registration forms, brochures, etc.
  • Research project reports (if generally distributed)
  • Agricultural brochures, pamphlets, etc.
  • Treasurer’s reports and other “outside” financial reports
  • Campus telephone directories
  • Employee benefits booklets, posters, etc.
  • Purchasing requests for bids
  • Purchase order forms
  • Employee applications
  • Placement forms
  • Athletic ticket applications
  • Campus, college and departmental newsletters
  • Faculty, staff and student handbooks
  • Employee training manuals

Certain printed materials which are intended solely for internal use may be excluded from the requirement that a publication number be affixed. Examples of such internal use publications are:

  • Work-processing forms for internal use
  • Research project reports generally not distributed
  • Research survey instruments and classroom test instruments
  • Personnel and fiscal policy manuals
  • Grade reports
  • Tickets for athletic and cultural events
  • Student newspapers
  • Traffic citations


What if it's the same thing I did last year?

Publications that are exact reprints, meaning absolutely no changes are made, can be printed without getting a new number. If a publication is not an exact reprint, each publication, regardless of if it’s an annual publication, quarterly, monthly or more frequent, MUST be issued a publication number each time a new edition is printed.






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