Policies & Guides

Students at Drew University may be included in marketing and communications materials, including the website, social media, news stories, printed marketing materials, etc., via photographs and/or video. 

As a general rule, it is not necessary to obtain an image/photo release of any individual or group that is photographed or videoed in public venues or attending public events in order to use those photos or videos to promote Drew University.

Public venues include, but are not limited to: public spaces across campus, classrooms, sports/athletics fields, the Simon Forum, theaters, art galleries, the Drew Bookstore, parking lots, common congregation areas such as the dining halls, on-campus cafes (Peet’s Coffee, Starbucks), student lounges, the Ehinger Center, and similar public spaces. 

This policy also includes images and videos taken of student athletes, musicians, actors, artists, tour guides, and individuals/groups who are performing or presenting in a public venue open and available for public viewing (games, matches, plays, concerts, performance art, tours, exhibits, public speeches, debates, etc).

In addition, students may be photographed or videoed while participating in college-wide public events including (but not limited to) Move-In, Open Houses, Orientation, Family Weekend, and Commencement.

If an individual prefers that their image not be used, it is their responsibility to inform the photographer or videographer of their preference at the time the photograph or video is taken. If a student intentionally and knowingly poses for a photo, their involvement in the photograph indicates a reasonable consent to use their image.

Students who have a concern about the use of their image or who would like the University to remove their image from being used can contact the Communications Department at communications@drew.edu. The image will be removed across all mediums as quickly as possible.

Social Media Policy

You will probably be taking photographs of your trip as personal souvenirs, but Drew is also looking for images that illustrate the various learning experiences available at Drew. Since the university is not able to send photographers with most off-campus programs, we need your help in documenting your trip. Here are some pointers on how to get the best images for your own photo album, as well as Drew’s!

THE BEST IMAGES…

Tell a Story – What is the experiential or service learning focus of this trip?  Can you take a picture that illustrates that?  Instead of large, posed groups, try to capture a small group engaged in activities that exemplify this off-campus program.

Convey a Sense of Place – What elements of the setting would help identify the climate or culture where the picture was taken?  Natural elements, signs, architecture, people, and clothing can all be clues for the viewer.

TECHNIQUE

Fill the frame – move in closer, or use zoom, in order to fill the picture frame with your subject; this makes your subject the focal point and eliminates extraneous information.

Watch your back(ground) – buildings, landscape or interiors can help establish a sense of place so it’s good to include some elements in your picture; but try to frame your picture, or shoot from a different angle, to eliminate distracting background details.

Avoid Amputations – When shooting people don’t center the picture frame on their heads because this cuts off their legs; better to adjust your lens downward so people’s heads are toward the top of the picture frame.

Mad Dogs – You’ve heard that only mad dogs and Englishman go out in the noonday sun?  It’s also best to avoid taking pictures when the sun is overhead; best times are early morning or late afternoon when the sun is at a low angle.  If you are taking pictures mid-day, a cloudy day or open shade is more flattering for people shots.

What’s the Point? – The most memorable pictures have a point of interest.  Frame your shot to achieve this (and make sure the subject is in focus).  If you are taking pictures of people, get faces rather than the back of heads.

Bigger is Better – Shoot pictures at the highest resolution your camera will allow.

Fashion Tips – We’d prefer not to have brand logos in the picture (however, we love it when some Drew swag is worn). Clothing should reflect local cultural practices – for instance, head scarves on women when visiting a Muslim country – and not be overly-revealing.

Send your photos to communications@drew.edu.

NEWS AND MEDIA POLICY

DREW NEWS

View archive of Drew News.

Share this template with your mail house vendor so they understand Drew’s expectations for formatting letters and envelopes. If you are working with a new vendor, you may need to make repeated corrections to achieve these standards. It is worth the effort since the look and feel of a direct mail piece affects the likelihood recipients will respond to your call to action and reflects on the university as a whole.

TIPS FOR WORKING WITH MAIL HOUSES

Make sure your RFP specifies:

• Live not-for-profit stamp on envelopes or non-profit (mail house) indicia on brochures, post cards or other self-mailers, for all mailings of 250 or more pieces.
• Address block text printed in 12 point type in the formatted provided (i.e., initial caps not all caps) and in font that matches the letter.
• UPC bar code printed beneath address block.
• Left /right margins of letter no less than 1″ and 12 point font (if absolutely necessary, you may reduce to 11 point type however this negatively impacts readability).
• If letter is more than one page long, be mindful of where the break is made in the text and print double-sided rather than using two sheets.
• “Z” fold when possible with address block facing the envelope flap- side.
• If match numbers are needed, place in discrete locations and as small as possible.

You will need to:

• If you are using data provided by Advancement Services, acquire an NCOA Screening report and provide to the mail house each time you submit a data file (otherwise you incur an additional charge for screening).
• You may wish to “seed” yourself and/or others in the data file so that you receive the mailing. This allows you to see the finished product and be aware of when it is actually arriving.
• Ask for samples of the entire package (i.e., letter, gift form, carrier envelope, etc.) with actual merged data before the final printing to make sure all formatting is correct.
• Pay postage before mailing can drop.
• Follow up with mail house to verify drop date.  You may also want to ask for final samples for your files and make notes about ways to improve the next mailing.

The Office of Communications can help you build visibility for your events and connect with your audiences. Marketing support is available for events that are intended primarily for external audiences. Prior to contacting the Office of Communications for support promoting your event, take some time to gather answers to the following.

WHAT’S IT ALL ABOUT?

1. What are the goals of this event?
2. How will this event advance the University?
3. Who is the primary audience for this event?
4. What is the appropriate tone for communications related to this event?
5. What barriers might there be for your audience?
6. What do you want your audience to remember from this event?
7. What are resource-efficient, audience-centered methods for achieving this?

DETAILS, DETAILS, DETAILS

1. What is the event title?
2. When is the event taking place (date(s) and time(s))?
3. Where is the event taking place (campus accessibility language must be included on invitations to all public events)?
4. How would you briefly describe this event?
5. Do you need people to register ahead of time? If so how (by calling, emailing, online form)?
6. By when should people register?
7. Is there a fee to register for this event?
8. If using a registration form, what other information should be collected (e.g., guest name, affiliation with Drew, etc.)?
9. If presenters and/or distinguished guests are involved, what are their names and, if applicable, is a biography available?
10. Does this event require sponsor recognition?
11. If you intend to send out print and/or digital invitations, what is the source of your mailing list? (If using Advancement Services to provide this data, be sure to submit your request at least two weeks before your desired send date.)
12. Are there any existing collaterals (e.g., posters, printed program, video content) and/or photography available? If no, will you require any?
13. Will you need consultation for audio-visual presentations as well as talking points for university leadership?

There are a few steps you may take on your own to spread the word about events for both the on- and off-campus communities. And the Communications Department is ready to partner with you to get the word out as well.

GETTING THE WORD OUT

1. Make sure to post your event announcements to the campus community. These postings are the responsibility of the event organizer and distributed daily through the Drew Today email digest. Keep in mind that you can include a hyperlink to a webpage with detailed information so the email text can be concise. Alternatively, the post you create can serve as your event page, if the event is not too involved.
2. You may request the event be featured in Drew This Week, the University’s weekly email digest. Please provide a link to your event page and any available artwork.
3. Contact the Communications Department, which can assist your university-level event promotion through many media, including press releases, social media, invitations (print and digital), digital registration forms, photography and more.

THE MEASURE OF SUCCESS

How will you measure the impact of communications about the event and of the event itself?

• Email open and click through rates (Communications can provide upon request).
• Compare the number of invitations sent to the number registered.
• Analyze registration method (i.e., online, mail, phone, walk-in) to determine most effective means of communicating.

Drew University has standard designs for letterhead, envelopes and business cards. Please use approved designs for your Drew-related communications.

• Printed university letterhead and envelopes may be ordered through the Print Services unit or by contacting Kevin Healy at khealy@drew.edu
  or calling Kevin at 973-408-3412.
• Members of the Drew community may create personalized letterhead using the MS Word template in our Communications Toolkit.
• Business cards may be purchased through the Office of Purchasing by contacting Kevin Healy at khealy@drew.edu or 973-408-3412.