91ɬ��

To provide guidelines for the creation, dissemination, and protection of 91ɬ��'s (91ɬ��) official communications to internal and external audiences.

Applies college-wide to the creation and dissemination of any documents, materials, or communications that are intended to represent 91ɬ��.

College Communication: Any written, visual, digital, or oral communication that is issued, authorized, or reasonably perceived as being issued on behalf of 91ɬ�� that is intended for distribution outside the operations of the institution or may reasonably may reach members of the public, whether or not distribution is limited to a defined external audience.

Crisis Communication Team: Provost & VP of Academic Affairs, Executive Director, Facilities Planning and Management, Executive Director Communications & Marketing, VP Strategy & Operations, Director, Safety and Security, and Security Administrator.

Policy

91ɬ�� is committed to institutional integrity and information accuracy. 91ɬ�� retains ownership of all communication mediums created for the purpose of distributing internal and external college communication. 91ɬ�� must ensure that its official communications to the community and other external entities are consistent and accurately reflect its intended message. Accordingly, 91ɬ�� has established the following guidelines regarding the creation, dissemination, and protection of 91ɬ��’s official communications. It is not the intent of this policy to infringe upon any individual’s right to freedom of speech or expression. Please refer to HR 250 – Employee Political Activity for guidelines on political activity.

Guidelines

• 91ɬ�� communications will be developed with a commitment to institutional integrity and accuracy to the best of the institution’s knowledge.
• Official 91ɬ�� external communication for mass distribution shall be monitored and approved by the Department of Marketing and Communications and include 91ɬ�� logo and applicable branded elements and disclaimers.
• Websites and social media sites are considered official communications and must follow the brand and style guidelines established by 91ɬ��.
  • All websites and social media pages created and maintained by college departments, divisions, and officials must be approved by the dean or director of the requesting department and by the Department of Marketing and Communications prior to publication and must comply with the established social media process. Requesting departments’ social media contributor must comply with established social media process, including identifying a Marketing and Communications representative to be an administrative manager on all approved 91ɬ�� social media channels.
  • Social media sites maintained by 91ɬ�� are subject to State of Idaho public records laws. Any content maintained in a social media format that is related to 91ɬ�� business, including a list of subscribers and posted communication, is a public record. 91ɬ�� employees are required to comply with all applicable federal and state laws in regards to copyright and plagiarism is prohibited.
  • All social media sites maintained by 91ɬ�� shall also comply with all applicable 91ɬ�� policies and standards, including but not limited to:
    • All federal and state laws, rules, regulations, or requirements applicable to 91ɬ��, such as FERPA.
    • 91ɬ�� Logo Reference Guide.
    • Information Technology Resource Use Policy.
• All social media sites maintained by 91ɬ�� shall further comply with applicable terms of use or other policies, procedures and guidelines established for use of the host site, such as Facebook or X.
• All media inquiries shall be directed to the attention of 91ɬ��’s Government and Community Relations Director.
• Crisis communications and timely warnings shall be authorized for delivery through the Crisis Communications Team.
• All external advertising on behalf of 91ɬ�� shall be directed by the Department of Marketing and Communications.
• All external guest columns, interviews, and media responses on behalf of 91ɬ�� shall be directed by 91ɬ��’s Government and Community Relations Director.

Social Media Engagement Disclosure

Social media sites and accounts administered by 91ɬ�� are intended to serve as a mechanism for communication between the public and 91ɬ�� on the posted topics. Submission or posting of comments by members of the public to an official 91ɬ�� social media site or account constitutes participation in a limited public forum and is subject to public disclosure.  

Inappropriate content (as hereinafter defined) may at times be posted by third party commentators. 91ɬ�� cannot be held responsible for this third-party content. 91ɬ�� will monitor and moderate comments and reserves the right (but not the obligation) at the sole discretion of 91ɬ�� to (before or after the content is posted) edit, move, delete, or refuse content containing any inappropriate content. Inappropriate content includes:   

• Content not directly related to the business, programs, or services of 91ɬ��.
• Content not topically related to the particular materials being commented upon.
• Content in support of or opposition to political campaigns or ballot measures.
• Comments that are offensive to an individual or an organization, profane, defamatory, hateful, insulting, rude, abusive, aggressive or violent.
• Content that promotes, fosters, or perpetuates discrimination on the basis of race, creed, color, age, religion, gender, marital status, status with regard to public assistance, national origin, physical or mental disability or sexual orientation.
• Sexual content or links to sexual content.
• Solicitations of commerce or messages for advertising purposes.
• Conduct or encouragement of illegal activity.
• Information that may tend to compromise the safety or security of the public or public systems.
• Content that violates a legal ownership interest of any other party.
• Content that impersonates or misrepresents someone else, including 91ɬ�� officials or public figures.
• Confidential or proprietary information about 91ɬ�� or any members of its community that would violate privacy laws.  

You participate at your own risk, taking personal responsibility for your comments, your username, and any information provided. 91ɬ�� is a public entity, and all content contained on social media accounts administered by 91ɬ�� may be subject to disclosure by 91ɬ�� pursuant to Idaho’s public records laws. The appearance of external links on this site does not constitute official endorsement on behalf of 91ɬ��. 

To provide guidelines for the coordination and protection of 91ɬ��'s (91ɬ��) graphic images, including but not limited to its word marks, logos, seals, symbols, letterhead, publications, signs and video productions, which identify or represent 91ɬ�� to an external audience.

Applies college-wide to the creation and dissemination of any documents, materials, or communications that are intended to identify or represent 91ɬ�� to an external audience.

Policy

91ɬ�� strives to ensure that the images it portrays to the community and other external audiences are consistent and accurately depict the mission of the institution. Accordingly, this policy sets forth guidelines for visual and verbal images intended to represent 91ɬ��. These guidelines should also serve to protect against the unauthorized use of 91ɬ��’s marks, logos, seals, symbols and other proprietary identifiers. 91ɬ��’s Brand Style Guidelines explain 91ɬ��’s policies in effect for the use of 91ɬ�� graphics, such as its logo and seal. The Brand Style Guidelines also describe the requirements for appropriate 91ɬ�� identification in 91ɬ�� publications, advertising, electronic messages and other communications representing 91ɬ�� to external audiences.

Guidelines

• Departments and individuals may only use 91ɬ�� trademarks as permitted by this policy and in accordance with 91ɬ��’s Brand Style Guidelines.
• Official communications should include 91ɬ��’s logo and applicable branded elements.
• College photography and multimedia assets as well as media releases are the responsibility of 91ɬ��’s Marketing and Communications Department. Assets made available through the College's digital asset management system may be used for department and individual materials. Communications representing 91ɬ�� to internal and external audiences must be in accordance with 91ɬ��’s Brand Style Guidelines and 91ɬ��’s Communication policy. All other use of assets is limited to official 91ɬ�� publications unless prior approval is obtained.
• Alteration of 91ɬ��’s trademarks is prohibited.
• Departmental logos and other sub identity marks should follow the Brand Style Guidelines.
• 91ɬ��’s trademark policy is applicable to all forms of media including electronic media, such as 91ɬ��’s web and social media sites.
• 91ɬ��’s name or trademark may not be used in any way that could cause confusion or imply an endorsement of any product or services.
• Any use of 91ɬ��’s name or trademarks on merchandise must follow the Brand Style Guidelines.

To promote engagement in the community by 91ɬ�� (91ɬ��), provide guidance, and ensure proper coordination occurs as the College associates with specific activities and organizations. As a public institution, the College’s reputation and brand must be protected. The College has the right to manage investments in community engagement while safeguarding the integrity of the College. All requests for community engagement activities will route through the Marketing and Communications department for approval.

Applies to 91ɬ�� Administration, faculty, and staff.

Sponsorship: Incoming sponsorship is a direct or implied approval or support (e.g., financial, materials, services, or gift-in-kind) provided by any outside individual or organization to the College. External sponsorship is an expenditure by 91ɬ�� to a third party for community related events and/or activities for the purpose of engaging with event patrons and obtaining visibility to 91ɬ�� through brand awareness. External sponsorship must demonstrate a mutually beneficial exchange of knowledge and resources, which reinforces the mission of 91ɬ�� and complements outreach efforts.

Partnership: A long-term, mutually beneficial engagement with a community partner, which is typically formalized with a Memorandum of Understanding or other formal engagement. A community partnership is not to be confused with a legal “partnership” where two or more persons or entities agree to carry on as co-owners of a business for profit. The characteristics of a partnership may include (1) an agreement to share knowledge and/or resources to achieve results that benefit both 91ɬ�� and the community partner; (2) enhancement of scholarship, learning, and professional development at 91ɬ��; and (3) the development of experiential learning to connect instruction to community and careers.

Community Service: Engagement in volunteer activities that focus on providing services needed by different sectors of the community, including nonprofit, public, and community-based organizations, to improve the quality of life for local residents. When 91ɬ�� employees participate in Community Service outside the scope of employment, they do not act as representatives of 91ɬ��.

Endorsement: Any statement, publication, visual representation, or activity included in marketing or promotional materials that expresses an opinion, value judgment, or association that can be reasonably construed to contain or imply a preference by 91ɬ��, or by any of its units or employees speaking or acting as representatives of 91ɬ��, for any external service. Endorsements do not include pedagogical discussions regarding educational services and products, or evaluative feedback sought by third parties regarding the use of services or products by 91ɬ�� employees.

Advertising: Outside entities requesting to advertise on or in the College’s assets and communication materials.

Policy

91ɬ�� is committed to supporting community engagement activities dedicated to enhancing and strengthening the communities in which its employees and students work and live in line with the mission of the College. These opportunities for community engagement may come in the form of sponsorships, partnerships, and/or community service. The overriding principal surrounding such activities is to engage in ways that enhance, support, or progress the College’s mission.

Guidelines

GENERAL RULES

1. College departments, programs, and employees acting in their professional capacity may not participate in community engagement activities or partnerships with, nor endorse or accept sponsorships or advertising, from any external entity whose products, services, programs, images, activities, mission, purpose, goods, and/or services that:
   
   1. May harm the reputation of the College or are inconsistent with the College’s mission and values.
   2. Violate 91ɬ��’s policies or practices and/or applicable local, state, and federal laws and regulations.
   3. Discriminate or imply discrimination against any persons or groups based on age, ancestry, belief, color, creed, disability, national origin, race, religion, sex, sexual orientation, or veteran status, or in any other way that conflicts with college standards.
   4. The College deems to be racist, sexist, hateful, or demeaning.
   5. Circumvent purchasing policies.
   6. Are inherently dangerous or present an unacceptable risk of liability, including knives, firearms, weapons, and explosives.
   7. Are considered to contain obscene, indecent, or profane material.
   8. Promote the illegal use of alcohol or alcohol-related products or the illicit use of drugs.
   1. Constitute a personal attack on individuals in either the public or private sphere.
   10. Create an actual or apparent conflict of interest.
2. College divisions and departments may not accept advertising or sponsorships in or on print or electronic materials, websites, or other college assets that students are required to access to complete their studies, such as the web registration system or websites containing academic coursework, or that prospective students are required to access when seeking admission to 91ɬ��, such as application and financial aid forms.
3. Any individual or entity seeking to use the College name, logo, symbol, or mark must receive prior written approval from the Marketing and Communications department, per COMM policy 010.
4. Terms and conditions of all preapproved sponsorship, partnership, and advertising agreements must be expressed in writing and executed by a college official who has been delegated signatory authority; see ADMIN 150 Authorized Signature Policy. The contract/agreement must follow all appropriate steps outlined in ADMIN 000 Contract Administration and Management policy.
5. According to the United States Internal Revenue Code, revenue generated by endorsements (when permitted), sponsorships, and advertising may be subject to Unrelated Business Income Tax (UBIT).
6. College units must consult with the comptroller to executing an agreement of the type covered by this policy to determine whether there are any tax consequences generated by this revenue.
7. UBIT may be imposed when the revenue results from an activity that is unrelated to the core educational mission of the College.
8. UBIT is imposed at the same tax rates applicable to for-profit corporations.
9. Any 91ɬ�� school, unit, or office wishing to act as a sponsor of a third-party, non-profit, or for-profit entity’s activity, event, or program must follow the same General Rules outlined in Section A - 4 of this policy.

ENDORSEMENTS

91ɬ�� prohibits direct and implied endorsements. The name, logo, or images of the College or any of its campuses or units may not be used in any statement, website, print or electronic communication, or activity to endorse any corporation, business, product, service, or candidate for public office.

1. College employees acting on behalf of the College may not make endorsements.
2. A 91ɬ�� communication that includes comments of an evaluative nature, either positive or negative, is a form of endorsement.
   
   1. Statements of fact (example: “The computing center uses Product X systems.”) are not considered endorsements. Statements with an expressed opinion (example: “The computing center uses Product X systems because they are the best of their kind.”) are considered endorsements. The purchase of a product by the College does not imply that the College endorses the product.
   2. Images that depict factual situations (example: a photo showing a student with a neutral expression working at a Product X computer) are not considered endorsements. An image depicting a group of students wearing shirts promoting Product X products would be considered an endorsement.
3. Exceptions to this prohibition on endorsements are unusual and require the written approval of the President.

SPONSORSHIPS

1. Incoming: College units may enter into sponsorship agreements, upon approval obtained from Vice President of Marketing or designee, with reputable external entities to advance the mission of the College and to offset the costs of programs, activities, and events that are not directly related to the instruction of 91ɬ�� students. Acknowledgement of sponsors and execution of sponsorship benefits will be coordinated with the Marketing and Communications department. Sponsorship agreements may not include the purchase of goods and services from the sponsor.
2. External: Upon approval of an external sponsorship the requesting department will work with the Marketing and Communications department to coordinate and execute benefits included in the sponsorship agreement. When benefits received goes beyond a level of visibility to be considered a sponsorship it becomes a marketing initiative and will then be fully managed by the Marketing and Communications department. While participating in sponsorship activities and events, 91ɬ�� employees are acting in their capacity as an employee and representative of 91ɬ��. 

PARTNERSHIPS

1. Partnerships must first be approved by the head of the administrative unit proposing the partnership agreement. Upon receiving such approval, the proposed partnership must be presented to and approved by the vice president overseeing such administrative unit.
2. Upon receipt of approval by the relevant vice president, a 91ɬ�� employee shall be identified as the contract manager of the partnership agreement and shall be responsible for serving as the primary contact for the community partner and for ensuring that 91ɬ�� policies are followed in the administration of the agreement. See ADMIN 100.
3. The contract manager for the partnership agreement shall comply with ADMIN 100 in submitting the required paperwork to the contracts group and procuring a memorandum of understanding or other partnership agreement.
4. The contracts manager shall thereafter monitor and evaluate deliverables under the partnership agreement.
5. The terms of a partnership agreement may have an option to renew but shall not be automatically renewed on an annual basis.  Renewal is subject to approval by the relevant vice president and Vice President of Marketing or designee.
6. Each partnership agreement shall include a termination clause by 91ɬ�� at any time and for any reason, though 91ɬ�� will attempt to provide advance notice whenever feasible.
7. Whenever questions arise over the nature and extent of the benefit to 91ɬ�� under the partnership agreement, or whether the partnership enhances, supports or progresses 91ɬ��’s mission, the relevant Vice President shall present the partnership for review and discussion with President’s Cabinet. The President shall have the ultimate authority to decline any partnership at any time. 

COMMUNITY SERVICE

91ɬ�� encourages members of the 91ɬ�� community to engage in community service for the betterment of the community and to raise the quality of life of local residents. When participating in community service, 91ɬ�� employees shall understand that they are acting as private citizens and not as official representatives of 91ɬ��. 91ɬ�� may nonetheless spotlight the efforts of 91ɬ�� employees who engage in community service for their personal contributions. 

ADVERTISING IN COLLEGE ASSETS OR ON COMMUNICATIONS MATERIALS

1. A non-college entity may advertise at or about college events, in or on college communications, or on college property when:
   
   1. Revenue or other benefits will be generated for a college department or program.
   2. The standards and criteria set forth in these and other relevant policies are complied with.
   3. All other applicable college procurement regulations are followed.
2. Advertising is not permitted on the College’s websites.
   
   1. Exceptions to this rule may be considered on a case-by-case basis by submitting a request in writing to the Vice President of Marketing or designee.
   2. Advertising that appears in a printed college publication may be included in the electronic version of that publication when it is posted online.
3. The Vice President of Marketing or designee will review all advertising agreements prior to approval to ensure compliance.
   
   1. The College and its departments and units may determine suggested rates for advertising as appropriate to cover costs associated with such advertising, to generate revenue, and based on benefits granted through the advertising agreement.

RESPONSIBILITIES

1. The Vice President of Marketing or designee must review and approve all sponsorships and advertising agreements.
2. Under the Vice President or designee’s supervision, the Marketing and Communications department will create and maintain guidelines.
3. Any dispute about this policy or its application must be referred, in writing, for resolution to the Vice President of Marketing or designee.

Certain decision-making and administrative functions related to this policy may be delegated to other college offices or entities upon approval by the Vice President of Marketing or designee.