Communications Request Form

The Office of Communications and Marketing (OCM) prioritizes work that has the potential to have the largest impact on the College. This includes projects that affect enrollment, retention, advancement and the student experience, as well as those that enhance the college's image and reputation locally, regionally and nationally.

To ensure consistent, cohesive work that best advances the College’s image, as well as content that adheres to the College’s style guidelines, the Office of Communications and Marketing retains creative authority on all projects we develop. Please refer to the college’s brand guidelines and style guide for further information.

By submitting a project request to our department, you agree that you understand the Office of Communications and Marketing retains creative authority on the project unless there are previously established branding standards in place.

The sooner we hear from you, the better. Sufficient time is needed for the creative process and to manage the volume of project requests we receive. Production times vary depending on the nature of the project and our workload; please refer to the lead time policy below when submitting your project request.

Sufficient Lead Time

The Office of Communications and Marketing kindly requests a minimum of 10 business days' notice for new project requests. For new graphic design project requests, please provide a minimum of 3 weeks of lead time. Due to the volume of requests received, the Office of Communications and Marketing typically completes projects based on the date they were requested. If you submit a project with less than the requested lead times above, it may not be completed by your requested due date based on the guidelines set forth by OCM. You will receive updates as your project progresses and is ultimately completed. Please contact us with any questions.

Please ensure that all content pertaining to your request is finalized and approved by the appropriate parties prior to submission. Please include all pertinent information in the notes/instructions section of the request form.

Providing full, complete, accurate and approved information will help us begin working on your project sooner.

We will contact you if we have questions or need to speak with you about the request. In many cases, once we receive your request, a member of our staff will contact you to discuss the project in more detail. 

• What type of project are you requesting?
• How do you plan to use the finished piece (will it be mailed, e-mailed, handed out, or posted on a webpage)? If mailed or e-mailed, do you have mailing lists?
• If this project is part of a larger communications initiative, what are the other components, and how will each be used?
• Who is the intended audience (alumni, students, parents, counselors, community members, arts patrons, athletics patrons, donors, etc.)?
• What do you want to communicate?
• What do you want the audience to do, think and feel after interacting with this project?
• What is your timeline?
• What is your budget?
• For printed pieces, what quantity do you need?
• Who will be our single contact person for this project?

While the Office of Communications and Marketing strives to ensure that all pieces are professionally developed (written, designed, edited), please help us ensure the accuracy of your submission by thoroughly proofreading your content prior to sending. The Office of Communications and Marketing will provide a maximum of two rounds of revisions per project.

Please note that the college abides by the AP Writing Style Guidelines.

The Office of Communications and Marketing is responsible for ensuring compliance with all federal and state laws and regulations governing marketing and advertising.

Let us help spread the word about your upcoming speakers’ series or event. When you select this option and provide the necessary details, our office can discuss how best to deploy our resources. We’ll come up with a communications plan, determine what kind of advance coverage is necessary for internal or external audiences, determine photography or videography needs as well as whether there will be any coverage of the actual event or a wrap-up at its conclusion. 

The earlier we know about your needs here, the more time we will have to plan and designate resources.

Let us know about the student you’re coaching who has just made a breakthrough. Help us share the importance of a new curricular change or student life initiative on campus. Muhlenberg students, alumni, faculty and staff make an impact and you can help us tell these important stories.

Tell us why your request is a story we should help to share and, when possible, how it fits into the established marketing pillars of the College. We will discuss the request and determine which platforms (online or print storytelling, social media and/or video) would most effectively tell the story.

It’s essential that the Muhlenberg brand stay consistent across all College messaging. If you require assistance with graphic design, please reach out and we can help.

In order to appropriately meet deadlines for design related projects we require adequate lead time to allow for design, revisions, approvals and printing. Please allow for at least three weeks for completion from the time we receive all of the content necessary to finish the project.

Requests made with more notice or submitted earlier are greatly encouraged. However, requests made within the necessary 3 week timeline may not be honored due to time constraints and other projects. When submitting a design request, all necessary material (copy, photos, etc.) needed for the project must be submitted in order for the project to begin.

Get the help you need with a social media account or find out more about our guidelines and best practices. Reach out to us if you’re interested in launching your own social media channel so we can help you understand the commitment and equip you with resources to succeed.

We employ several student photographers who can help with these requests, documenting important College happenings while helping to bolster their own portfolios and skill sets. If an event or story meets one of our key marketing criteria and would be particularly useful in these efforts, the Office of Communications & Marketing may choose to hire a professional, freelance photographer to complete the work. If your office or department has the budget to hire a freelance photographer, we can put you in contact with a trusted vendor. 

Please notify us about an event or request for a photographer at least two weeks prior to an event in order to ensure we have the time to secure a student or freelance photographer for the work. Requests made the day of an event or too close to the time of the event may not be honored due to schedule conflicts.

If you’re looking to refresh content or create new content on muhlenberg.edu, please reach out. We can help you map out these changes and lead the way with online design options. This work will be a collaboration between the Office of Communications & Marketing and your department or office so please be prepared to assist in providing the basic content for this work.

We are intentional about how we talk about and market Muhlenberg and we work to foster consistency in College-wide communications. Allow us to help ensure your copy for external or internal audiences is compliant with our style guide and established voice so we can continue to strengthen Muhlenberg’s recognition and reputation.

Branding assets for the College are intentional and essential as we build Muhlenberg’s brand recognition and reputation. Allow us to review your design to ensure it uses branding and design in a way that best reflects Muhlenberg College and our latest marketing messaging. This includes reviewing designs created from 3rd party vendors and giveaway designs that include the Muhlenberg College name, logo, or design assets.

Utilize this form to submit a Notes of Distinction entry which highlights the achievements of our faculty and staff. Please note that submissions have a 400-character limit and can include mention of up to four individuals. If you have more individuals to include, please email us to let us know at [email protected].

We can help send out any community emails intended for all members of Muhlenberg's faculty and staff (previously the [email protected] email group). If your email is only for members of the faculty, you do not need assistance from the Office of Communications & Marketing and can send the email on your own.

If you'd like your email to reach students, please contact Tina Roberts ([email protected]) in the Dean of Students Office.

If you have a flier you'd like to include with your email, you can upload it through our service request form. In order to comply with accessibility requirements, you will also have to submit all of the text that appears on the flier.

The sooner you can share your message content with us, the earlier we should be able to distribute your email to the community.