MARKETING/PUBLIC RELATIONS RESOURCES AND SUPPORT For internal and external communications Printing  Single-sided and two-sided copies of 100 or less should be done by staff on a department copy machine.  A gold form is available on the staff Intranet and in the Mailroom on the printing cart and in the Print Shop.  Remove all staples before submitting work for print.  Fill out print requisition form completely suggesting two paper color choices.  Allow 5 business days for all requests. This is from the date the request is placed in the print shop in-box.  Place requests on print shop in-box on the metal cart in the Mailroom or e-mail with the necessary documents to Frank Aguilar.  Completed print jobs will be placed on this cart for pick-up.

Signage, graphic design & photography  To request promotional, closure or directional fliers, classroom signage (e.g. instructor name outside the room), event posters, and photographs, use the blue form on the staff Intranet, in the Mailroom on the printing cart, and in the Print Shop. *This does not include classroom documents because those are not intended for the EGTC community at large or the public.  Allow 5 business days for all requests. This is from the date the request is placed in the print shop in-box.  There are also sign templates available on the staff Intranet for staff to tailor as necessary.  Place your requests in the print shop in-box on the metal cart in the Mailroom or e-mail it to Frank Aguilar.  Completed requests will be e-mailed to the requestor or put in their mailbox.

Change class and program information on flyers and website  Only a Dean can request a change to class and program information on a flyer or website. Notify the appropriate Dean to communicate the necessary changes.  Change requests should be e-mailed by the Dean to M/PR staff: Frank Aguilar, Gina Montoya and Christine Patoff.  Allow 2-4 business days for changes to be made.

All-staff e-mail  Topics should relate to school business, a school-wide celebration or other internal observation.  Send text, approved by your supervisor, to Christine Patoff indicating if it is intended for EGTC or both EGTC and EGHS staff.  Allow up to 2 business days for the information to be distributed.

Voice message  A suggested script is available on the staff Intranet.

E-mail signature  Directions to tailor your Outlook message signature are available on the staff Intranet.

Electronic sign messages  The EGTC buildings have three digital messaging signs for program and event promotions.  Space is limited to two lines of 12 or 22 characters, depending on the sign’s size.  Send your e-sign ideas, approved by your supervisor, to Frank Aguilar.

August 2013 Social media networks: Facebook & Twitter  To publicly share EGTC news, send your message, approved by your supervisor, to Frank Aguilar and Gina Montoya.  Plain text messages of EGTC administrator sent to Facebook will also be tweeted. Messages with links, videos or photos can’t.  Allow up to 2 business days for the information to be posted.  If you are interested in becoming an EGTC administrator to post messages directly, please notify Gina Montoya for direction.

Student Portal notification  To share EGTC news with current students via the Student Portal, e-mail the information, approved by your supervisor, to Gina Montoya.

Staff Intranet  To share EGTC news with all staff via the staff Intranet, e-mail the information, approved by your supervisor, to Gina Montoya.

Press Release  An electronic form is available on the staff Intranet outlining what is needed to help publicize news or an event.  Submit the information at least 10 business days in advance of the event.  A drafted press release will be e-mailed to the requestor for approval.  M/PR can distribute to metro-area media list, including DPS Communications and CO Community College System.

Presentations  If staff has the opportunity to introduce and discuss EGTC at a meeting, there are PowerPoint presentations available.  A presentation template is available in the staff Intranet.  A full presentation of EGTC facts is available from a M/PR staff person.  To tailor the presentation for a particular audience, staff is encouraged to contact Frank Aguilar to assist with modifications and formatting.  Notify your supervisor and the M/PR staff when presenting on behalf of EGTC.

Internal EGTC Slide Show  The Registration and Student Success Centers have TVs with PowerPoint presentations running throughout the day.  If you have information for a slide for current or prospective students, please e-mail the information, approved by your supervisor, to Frank Aguilar.

External event participation  Staff is encouraged to participate in or attend events on behalf of EGTC.  Notify Frank Aguilar or Jessica Cassarino of your participation. They will add the event to the EGTC event calendar and help ensure you have adequate materials for display and distribution.  Please request at least three days prior in order to obtain the materials the day prior to the event.  If you receive an invitation to an event but cannot attend, contact Jessica Cassarino to see if M/PR can participate.

Video production  Complete the pre-production form found on the staff Intranet.  Requests will be reviewed by both DPStv and the M/PR department.  DPStv will try to complete as many requests as possible but, given DPS and EGTC priorities and limited August 2013 resources, it may not be able to be produced or will take longer than the requestor wishes.  If approved, there will be a meeting to discuss the production and what is expected from each party. A timeline will be set.  DPStv will have a right to use the footage and completed video in any appropriate capacity.

Business Cards  Official business cards are ordered twice a year in September and March.  Business card requests are to be approved by the requestor’s Program Dean or Department Manager.  E-mail or hand-deliver approved requests to Frank Aguilar in M/PR by September 15 or March 15  Business cards are 500 per box. Additional boxes also require dean/manager approval.  A proof of your card will usually arrive 7 days after submission and placed in your mailbox.  You must initial the proof after noting any errors. Put it in Frank’s mailbox or deliver to the Print Shop.  Once all proofs are returned to Frank, the order is placed and cards arrive in 7-14 business days.  Cards will be distributed to individual mailboxes in the Mailroom.

Frank Aguilar, Marketing Print and Design Support 720-423-4756 [email protected] Jessica Cassarino, Community Outreach Coordinator 720-626-8688 [email protected] Gina Montoya, Marketing & Website Coordinator 720-423-4766 [email protected] Christine Patoff, Director, Marketing/PR 720-423-4755 [email protected]

August 2013