• Section 1 - Purpose
• Section 2 - Scope
• Section 3 - Procedure
• Access to Branded elements
• Access to Marketing services
• Process and costs
• Compliance
• Section 4 - Roles and Responsibilities
• Section 5 - Implementation and Reporting
• Section 6 -  Policies
• Section 7 - Definitions

Section 1 - Purpose

(1) This Procedure supports the University’s Brand and Marketing Policy by outlining the process and procedures for the University’s staff to access centralised marketing services for all Brand, Brand Assets, marketing and promotional activities.

Section 2 - Scope

(2) This Procedure has the same scope as the Brand and Marketing Policy.

Section 3 - Procedure

Access to Branded elements

(3) The University’s staff have access to a suite of approved Brand and Brand Assets through the staff portal Marketing page. This suite includes email signature guidelines, Word and PowerPoint templates and approved rankings language. These items can be downloaded for use according to the University’s Brand Guidelines and in accordance with the Brand and Marketing Policy.

(4) Staff can seek approval and access to the University logo and other Brand elements via the staff portal for limited digital uses, and access designrequest@canberra.edu.au for any other use. Again, these items must be used in accordance to the University’s Brand Guidelines and the Brand and Marketing Policy. Use of the logo is determined on the basis of:

1. the nature of the relationship with the University;
2. alignment with University’s image and teaching, research and community purpose;
3. the purpose of the use of the logo;
4. the proposed placement, channels and format of the use of the logo; and
5. the date(s) or periods when the logo will be used.

Access to Marketing services

(5) Marketing maintains and delivers the University’s Brand presence, student and staff recruitment campaigns, domestic and international marketing plans and initiatives across all owned, earned and bought channels.

(6) Online requests for marketing services, including strategy, campaigns, graphic design, advertising, promotions and social media, can be made via the Marketing page on the UC Staff Portal.

(7) Requests are divided into four categories:

Process and costs

(8) Marketing will review and scope the brief and respond within a reasonable period (3–5 business days) to acknowledge the request and discuss expected turn-around times. 

(9) Most requests are completed in-house, to schedule and incur no cost for the use of Marketing's internal resources. However, if Marketing are at capacity due to a large volume of University work or competing strategic priorities, the request may be:

1. negotiated towards a different deadline; or
2. outsourced in part or in full to a partnering agency at cost to the client area (this would be actioned with through consultation and approval by client area).

(10) Projects that involve elements that are not part of internal Marketing resources or expertise, such as production (including printing, photography, video or specialist digital development) will be outsourced to a partnering agency at cost to the client area.

(11) In all instances, external costs are competitively quoted and discussed with the client area prior to proceeding. Marketing will manage the external agency relationship, meaning that marketing will engage with a contracted agency on behalf of the relevant business area, to ensure that the deliverables meet Marketing brand requirements.

(12) Costs that are incurred for the placement of advertising across all bought channels will be charged at cost to the client area. The advertising placement cost will be quoted and discussed with the client area prior to proceeding. Marketing will manage the external advertising placement.

Compliance

(13) In the case of inappropriate or unauthorised use of the University-owned logos, the Director, Student Recruitment, Marketing & Media or their nominee will contact any person or group using the logo inappropriately or without authorisation to resolve non-compliance issues. If non-compliance is not resolved within a reasonable timeframe, the matter will be referred to the University’s Legal team. Where reasonable, costs associated with the breach will be forwarded to the person or group to settle.

Section 4 - Roles and Responsibilities

Section 5 - Implementation and Reporting

(14) This Procedure will be implemented by Marketing.

(15) Awareness of this Procedure will be communicated by Marketing through owned channels and presentations with training provided to University areas using Marketing services.

(16) Implementation of the Procedure will be monitored by Marketing through Brand compliance.

(17) Outcomes, including Policy effectiveness, will be reported as needed to Council, the Vice-Chancellor and the University’s Executive.

Section 6 -  Policies

(18) Refer to the Brand and Marketing Policy.

Section 7 - Definitions