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Event Promotional Materials

This publication is available in alternative media on request. Penn State is an equal opportunity, affirmative action employer, and is committed to providing employment opportunities to all qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. Penn State encourages qualified persons with disabilities to participate in its programs and activities. If you anticipate needing any type of accommodation or have questions about the physical access provided, please contact <NAME> at <PHONE NUMBER> or <EMAIL ADDRESS>, in advance of your participation or visit. UBR CLA 24-

Non-Event Promotional Materials

This publication is available in alternative media on request. Penn State is an equal opportunity, affirmative action employer, and is committed to providing employment opportunities to all qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. UBR CLA 24-

If you need alternate versions of these statements, please visit the Penn State Office of Equal Opportunity and Access website.

Most requests should be submitted at least five business days prior to the date you would like to distribute, print, or publish your promotional material, with the exception of programs and newsletters, which should be submitted at least eight business days in advance. We try our best to get your materials back to you within those business days. Once your document is reviewed, you will be emailed a final edited version of the document with the approved UBR number.

 
No, newsletters that are sent weekly or biweekly do not need to be reviewed by our office. However, they are still required to follow visual and editorial guidelines. Newsletters that are sent less frequently (monthly, quarterly, semesterly, yearly) do need to be submitted for review. They should be submitted at least eight days prior to the date you would like to distribute them.

We encourage you to create your document in the college’s shared Canva account and then provide the URL for that Canva design while submitting the form below. That will allow our UBR representative to make edits directly to your design, which will help your design move quicker through the UBR process. For text-only documents, you may upload a Microsoft Word document with your U.Ed. request for the edits to be made as tracked changes.

If you would like to make multiple requests, please submit a new form for each request.

If any changes are made to a document that has been submitted but not yet reviewed, please update Shree Chauhan via Teams or send her an email with the updated document.

If any changes are made to a document that has already been approved and assigned a UBR number, please send a list of the changes made in an email with the updated document attached to Shree Chauhan at sqc6456@psu.edu for final approval before distributing, printing, and/or publishing.

Materials should include the Liberal Arts mark, your unit’s wordmark, and the required UBR statements. Visit the Editorial Standards page of the Penn State Brand Book to learn more about editorial style requirements.

Below are the most common University editorial style edits we make to submitted materials.

Dates

• Dates should include the day of the week.
• Both days and months should be spelled out.
• Do not include th or nd after the numeral date.
• Current year can be omitted from dates.
  • For example: Friday, January 5

Times

• Use noon instead of 12:00 p.m., and midnight instead of 12:00 a.m.
• Include :00 for solid hour times.
• Do not capitalize a.m. or p.m.
• Use an en dash (–) without spaces on either side in time ranges.
• For virtual events, make sure to include EST or EDT.
  • For example: Noon–1:00 p.m. EDT

Locations

• Write out the full names of locations.
  • For example: 124 Sparks Building; Foster Auditorium, 102 Paterno Library

Fonts

• For materials that will be printed, use Proxima Nova, Proxima Nova Condensed and Serifa fonts.
• For materials that will ONLY be shared digitally, use Proxima Nova, Proxima Nova Condensed and Serifa fonts or Roboto, Roboto Condensed, and Roboto Slab fonts.

Penn State Usage

• Use Penn State to refer to the University in all external communications.
• The full name (The Pennsylvania State University) is reserved for formal documents, legal contracts, and some mailing addresses.
• Do not refer to the University as PSU.

Usage of Dr.

• Do not use Dr. as an honorific unless the individual has a medical degree.

Numbers

• Write out any numbers up to one hundred.

Serial Comma

• We utilize the serial (Oxford) comma, which comes before “and” in a series of items.
  • For example: She studied lizards, snakes, and frogs.

Courses

• When mentioning courses, be sure to include the name and course number. There should not be a colon between the course number and the course name.
  • For example, PUBPL 419 Race and Public Policy

Ampersands

• Use ampersands (&) only in charts, tables, or lists of companies, where the ampersand is part of the company’s official name.
• It can also be used for “Q&A.”
• Outside of these exceptions, replace the ampersand (&) with “and” in all references.