Office of Strategic Communications
Brand Guide

Submit a Request

Submit a Request

The Office of Strategic Communications is here to help you promote the people and programming in your unit. If you’d like to submit a request for something that isn’t listed on this page, please email Bill Hessert at

Materials submitted for review through our office must be in compliance with Penn State’s accessibility, editorial style, and visual branding guidelines.

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General Promotional Materials

Most promotional materials, including flyers, programs, newsletters, email campaigns, and more, need to be submitted through the University Brand Review (UBR) process. To see the full list of materials that need to be reviewed and to learn more about the UBR process, please visit the University Brand Review (UBR) Process 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 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 Brand Book to learn more about editorial style requirements.

Here are a few of the more common mistakes we see on submitted materials:

  • Dates should include the day of the week, and both days and months should be spelled out. We do not include th or nd after days.
  • For example, Friday, January 5, 2024
  • Make sure to write out times, 1:00 p.m. instead of 1 p.m.
  • Do not capitalize a.m. or p.m.
  • Use noon and midnight instead of 12:00 p.m. or 12:00 a.m.
  • For virtual events, make sure to include EST or EDT after the time of the event.
  • Use an – (en dash) between times without additional spaces. e.g. 1:00–2:30 p.m.
  • When referring to locations for events, make sure to write out their full names. e.g. 124 Sparks Building; Foster Auditorium, 102 Paterno Library
  • For materials that will be printed, use Proxima Nova, Proxima Nova Condensed and Serifa fonts. For materials that will ONLY be shared digitally, use Roboto, Roboto Condensed, and Roboto Slab fonts.
Penn State Usage
  • Utilize 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.
  • 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.
Listing 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 utilized for the term Q&A. Outside of these exceptions utilize “and” in all text.

Calendar Event

If you’ve never added an event to the college calendar, submit a ticket to request to be added as a new user for the college’s events calendar. A member of our college’s web team will add you and send you instructions on how to log in for the first time.

If you’ve previously signed up for calendar access, go to, select the Add an Event tab, and fill out the event details. When you’ve completed the form, click the blue Submit button.

Website Update

Need to make an edit to content on the college website or the Admin Gateway

Need to make an edit to your unit’s website?

Need a detailed edit and want to schedule a meeting with a member of the web team?

Digital Signs

Digital signs appear in several Liberal Arts buildings around campus. College and Penn State units are allowed to submit content to be displayed on these digital signs.

Undergraduate Newswire Content

The Office of Strategic Communications sends a newswire email to all undergraduate students in the College of the Liberal Arts every Monday afternoon (bi-weekly during the summer). College and Penn State units, as well as student organizations, are welcome to submit content for the newswire. In order for content to appear in the next newswire, it must be submitted by noon on Friday.

Story Idea

Are students or faculty in your unit doing something noteworthy? Do you have alumni making an impact in their communities? Let us know about it! We’re always looking for potential stories for Penn State News.


Interested in having a photographer take photos at your unit’s event? Our office can discuss options with you.


Whether you’re just in the planning stages or already working on a video for your unit, it’s important to collaborate with the Office of Strategic Communications to make sure your video aligns with the college’s brand voice and the University’s visual and editorial style guidelines. After filling out this form, our office will reach out to you to discuss how we can be of assistance.