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A to Z Guide

Answers to frequently asked questions about Communications.

A

  • Advertising – The Office of Communications will work with you to design advertisements for placement in various media outlets. It is the responsibility of the department or program unit to select an ad based on budget and turnaround time.
The Office of Communications can recommend various media outlets from which to purchase ad space based on your region and program needs. You must determine the size of the ad, required art format (JPG, PDF, etc.) and find out the media outlet’s deadline. Communications will design the ad and send to you for placement. Contact Matthew Scarfo to learn more about advertising .
  • Annual Meeting – Extension’s Annual Meeting typically takes place each November. The Awards and Recognition Luncheon is part of this event.
  • Apparel – See " Promotional Items."
  • “Are You Smarter Than a 4-H’er?” Game – See " Games."
  • Awards – See " Graphic Design” for information on who to contact to design awards and certificates. For information on Annual Meeting awards, see “ Annual Meeting” or visit " Awards & Recognition."

B

  • Bags – Yellow WVU Extension Service bags are part of an annual bulk order made available to your county or program unit in April, budget permitting. A central supply of these items is no longer available. Items and requests placed outside of the bulk order will be the financial responsibility of your office or program unit. Prices will vary based on quantity ordered. To order:
  1. Contact Pam Sandlin by emailing pamsandlin2222@msn.com or by calling 513.398.6324. If you want to browse for ideas for your next project please visit their website: www.apbranded.com.
  2. Contact Matthew Scarfo to request art for your bag.
  3. Complete the Trademark Licensing Product Request Form.
  4. Place your order with Pam at AP Branded Solutions.

C

  • Camp T-Shirts – See “Promotional Items.”
  • Canning Game – Also known as “Pick the Canner” game. See “ Games.”
  • CD/DVD Duplication – The Office of Technology can help you copy CDs and DVDs for work purposes. Contact Gitta Jenkins for DVD duplication.
  • Certificates – See “ Graphic Design.”
  • CleanSlate – WVU's official web content management system used by to maintain Extension websites. To request access to CleanSlate, contact Wes Nugent.
  • Communications ENEWS – Comm ENEWS is published every other Wednesday by the Office of Communications. This enewsletter provides news and other resources to help you promote your programs. Directory updates and catastrophic leave requests are also provided.
  • Condolences – Condolences can be sent ESALL from anyone within the organization. If you would prefer to have the Office of Communications distribute the message, please contact Lindsay Wiles.
  • Conference Signage – For event and conference posters, see “ Graphic Design.”
  • Copyright Permission Request – When permission is requested, the following response can be used:

    "The West Virginia University Extension Service grants your organization permission to reprint the referenced content so long as the author(s) and institution are properly attributed, and this content is not being repurposed/repackaged/resold for any commercial gain."

  • County News Service – County News articles are written by Extension writers and can be customized for use in local newspapers, newsletters and other publications. They are posted online and distributed in Communications ENEWS. If you need help with a specialarticle or have topic suggestions, contact Lindsay Wiles.
  • Crisis Communications Lindsay Wiles can assist with creating a crisis communications plan for your county, camp or event. If a crisis should occur, she can also be contacted to help facilitate communications efforts.
  • Custom Items – See “Graphic Design.”
  • Cutouts – Cutouts of the WVU PRT, Bob Huggins, Jerry West, Mountaineer Mascot and Musket are available for loan. Contact Robin Anderson to borrow cutouts.
  • "Cuts of Meat” Game – See “Games.”

D

Communications also provides design and marketing assistance for creating your own custom displays. See “ Graphic Design.”

E

F

  • Facebook – See “ Social Media.”
  • Faculty Research Posters – Faculty research poster templates can be customized by the user. For more information on the template for faculty research posters, contact Sherry White.
  • Fair – The Office of Communications encourages you to consider what sort of promotional items you may wish to distribute at your local fairs before placing your annual bulk order (see “ Promotional Items”). Also see “ State Fair.”
  • Fans – Flying WV fans are part of an annual bulk order made available to your county or program unit in April, budget permitting. A central supply of these items is no longer available. Items and requests placed outside of the bulk order will be the financial responsibility of your office or program unit. Prices will vary based on quantity ordered. To order:
    1. Contact Pam Sandlin by emailing pamsandlin2222@msn.com or by calling 513.398.6324. If you want to browse for ideas for your next project please visit their website: www.apbranded.com.
    2. Complete the Trademark Licensing Product Request Form.
    3. Place your order with Pam at AP Branded Solutions.
  • FlyersFor flyers, contact Matthew Scarfo.
  • Flying WV Stickers – Flying WV stickers are part of an annual bulk order made available to your county or program unit in April, budget permitting. A central supply of these items is no longer available. Items and requests placed outside of the bulk order will be the financial responsibility of your office or program unit. Prices will vary based on quantity ordered. To order
    1. Contact Pam Sandlin by emailing pamsandlin2222@msn.com or by calling 513.398.6324. If you want to browse for ideas for your next project please visit their website: www.apbranded.com.
    2. Complete the Trademark Licensing Product Request Form.
    3. Place your order with Pam at AP Branded Solutions.
  • Folders – If the budget allows for it, an annual bulk order of these items will be made available to your county or program unit in April. A central supply of these items is no longer available. Items and requests placed outside of the bulk order will be the financial responsibility of your office or program unit. Prices will vary based on quantity ordered.
  • If the vendor needs you to resubmit artwork for these items, contact Matthew Scarfo.

    G

    H

    I

    L

    • Label Baby Mable - See “ Games.”
    • Label Mable - See “ Games.”
    • Legislative Day – Day at the Legislature takes place during the Legislative session, typically in January or February. The event is coordinated by Communications and includes participants from across the University and state. To learn more about Legislative Day events, contact Robin Anderson.
    • Letterhead – The Office of Communications is working to create electronic letterhead options. Until then, please contact Lindsay Wiles to order printed letterhead.
    • Licensees – Licensees are companies officially licensed and approved to produce West Virginia University items. All promotional items, with the exception of printed publications, must be printed by an approved licensee.
    • Link Requests - Just because a site asks for a link doesn’t mean it should be given and, by default, the WVU Extension Service does not link to non-academic third-party sites. Remember to just say no. Contact Wes Nugent with questions or use the following response:

      "Your invitational request for the WVU Extension Service to link your website content has been received. The WVU Extension Service doesn’t republish unsolicited hyperlinking requests and, regretfully, your request can’t be honored. The site information however will be shared with appropriate academic personnel for reference."

    • Listservs – WVU Extension Service electronic mailing lists are stored centrally at WVU and updated regularly. By addressing a message to ESALL-L@listserv.wvu.edu, you can send the message to everyone in Extension. A list of all WVU Extension Service listservs is available in the Extension Employee Directory.
    • Logos – Extension-related logos are available for download online. If a special logo format or size is needed for printing, please contact Matthew Scarfo.

    M

    N

    O

    • Office Email Accounts – See “ Vanity Accounts.”
    • Office Signage – See “ Signage.”
    • Ordering Branded Products – The Office of Communications provides assistance with designing branded promotional items. The Office of Communications will assist with preparing the art for you to send to the vendor.

      To learn how to order Extension folders, stickers, fans, pins, etc., visit the branded promotional items link. Additional custom products (t-shirts, mugs, pens, etc.) can be designed by the Office of Communications with adequate notice. Ordering is the responsibility of your office or unit, along with any financial responsibilities. When ordering branded items:

    1. Select a company from the WVU Trademark Licensing licensee list.
    2. Select the product you wish to order (ex: piggy banks).
    3. Send the following information to Matthew Scarfo so that your artwork can be adjusted based on the item’s imprint area:
    a. Product name (ex: stress balls)
    b. Color (ex: gold)
    c. Imprint area (either get this info from the vendor, or send the item link to
    Matthew)
    d. Colors you wish to print on the item
    e. Deadline to place the order in time for the company to fulfill the request
    and ship to you
    4. Once you receive the artwork from Matthew, place your order with the company and complete the Trademark Product Request Form. Note: If this step is not completed in a timely fashion then your order will be delayed and may not make the original deadline.

    P

    • Page Runners – The Office of Communications is developing page runners and will update this section with a link when those items are available.
    • Pencils – If the budget allows for it, an annual bulk order of these items will be made available to your county or program unit in April. A central supply of these items is no longer available. Items and requests placed outside of the bulk order will be the financial responsibility of your office or program unit. Prices will vary based on quantity ordered.
      To order:
      1. Contact Pam Sandlin by emailing pamsandlin2222@msn.com or by calling 513.398.6324. If you want to browse for ideas for your next project please visit their website: www.apbranded.com.
      2. Complete the Trademark Licensing Product Request Form.
      3. Place your order with Pam at AP Branded Solutions.
    • PhotographyFor photography requests, contact Sherry White.
    • “Pick the Canner” Game – Also known as the “Canning” Game. See “ Games.”
    • Pinterest – See “ Social Media.”
    • “Plants to Plates” Game – See “ Games.”
    • Posters – For event and conference posters, see “ Graphic Design.”
    • PowerPoint – Branded PowerPoint templates are available for download.
    • Press Releases – See “ News Releases.”
    • Printing –  For estimates on outside printing, contact Lindsay Wiles. Note: Printed publications (ex: flyers, handouts, brochures, etc.) using the logo do not need to go through Trademark Licensing for prior approval.
    • Promotional Items – Promotional items can be everything from branded Extension shirts
      to Flying WV fans. Communications offers design support for creating new promotional
      items (see “ Graphic Design”).

      To learn how to order, see “ Branded Promotional Items.” To learn how to reserve the
      promotional items Communications loans, search for the specific item(s) you would like to
      check out. For instance, see “ Tablecloths” or “ Pencils.”

      Communications no longer keeps a central supply of fans, bags, pencils or other promotional items, as these are the responsibility of county offices to order during the annual bulk order.
    • PublicationsFor assistance with ordering, designing or editing publications, contact Lindsay Wiles .

      R

    • “Refrigerator Safety” Game – See “ Games.”
    • Research Poster Templates – Download and edit poster presentation templates. For
      assistance with academic poster templates, contact Sherry White
      .

      S

    • Shirts – See “ Promotional Items.”
    • SignageFor office signage, contact Matthew Scarfo with your measurement needs. Funding for these signs is not provided by Communications and must be determined before an order is placed.
    • Slate – Discontinued June 1, 2017. See " CleanSlate."
    • Social Media – View social media guidelines and learn how to register your accounts with WVU Extension Service. The Office of Communications must be an admin on county or program accounts. Contact Zane Lacko to learn more about social media.
    • State Fair – The WVU Building at the state fair is operated by WVU Extension Service and
      coordinated by the Office of Communications. Events in the barn, 4-H building and at
      other locations are not coordinated by Communications. For more information on
      participating in the state fair, contact Robin Anderson
      .
    • Stickers – See “ Flying WV Stickers.”
    • Style Guide – Need to know which writing style to use when referring to WVU Extension
      Service? The Style Guide provides a quick reference list. Style guide questions can be directed
      to Lindsay Wiles
      .

      T

    • Tablecloths – Instructions are provided for borrowing or ordering tablecloths.
      • Borrowing: The Office of Communications owns three tablecloths available for loan. To reserve the tablecloths, contact Robin Anderson. If the tablecloths become soiled from use, please dry clean the cloths before returning.
      • Ordering: Official WVU Extension Service tablecloths will now only feature “West Virginia University” and not the county, college or program unit name. This is University-wide policy. These tablecloths are exclusively available from Signs Plus.
        Costs are as follows:
          • 6’ = $280
          • 8’ = $300
          • Convertible (can be 6’ or 8’) = $328

            Note: A discount of $40 off of each item is applied when more than one tablecloth is purchased.
            To order:
            1. Contact Signs Plus at 304-296-6300, or email Steve Oyenik.
            2. Complete the Trademark Licensing Product Request Form.
            3. The vendor will then carryout the process from there.
    • Trademark Licensing - Trademark Licensing maintains the list of WVU licensees, which are companies licensed to create WVU-branded products. To learn more about ordering products from licensees, see “ Ordering Branded Products.”
    • Twitter – See “ Social Media.”

      U

    • University Relations – University Relations sets the University’s standards and policies for
      marketing, branding and communications efforts.

      V

    • Vanity Accounts – See “ Email Accounts.”
    • Video – The Office of Communications can help write, edit and produce videos. The video staff is limited so advanced notice and planning is required. Contact Sherry White regarding your video needs.

      W

    • Websites To request a page or learn more about best practices, contact Wes Nugent.
    • Who’s Who in Communications? – Not sure who to call or where to turn? Check out the
      members of our team to learn more about the role they play in Communications. For a list
      of phone numbers and email addresses, please reference the directory.
        • Director – Tara Curtis
        • Administrative and Technical Support
          • Robin Anderson – Administrative Assistant
          • Gitta Jenkins – Database Technician
        • Content Strategy
          • Zane Lacko – Writer/Editor for Agriculture and Natural Resources
          • Lindsay Wiles – Editor/ Publications Specialist
        • Creative Services
          • Matthew Scarfo – Multimedia Specialist Senior
          • Greg Jacobs – Senior Graphic Designer
          • Lori Costello Rigden – Senior Graphic Designer
          • Wesley Nugent – Professional Technologist
          • Sherry White – Multimedia Specialist
    • Writing – Press releases, newsletter articles, web articles, media advisories, brochures, and many other writing projects are the responsibility of the writer/editors within the Communications unit. Contact Lindsay Wiles to discuss your writing needs.
    • WVU ENEWS – See “ Mountaineer ENEWS.”

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For clarification, additional information or support with Communications materials, contact Ron Davis