SOP Marketing & Communications

STEP 1:

Visit the SOP Services Request Portal, enter a ticket, and let us know which form of promotional/marketing materials you need!

(This includes but is not limited to the creation of TV Slides, social media content, photography, videography, and physical/digital marketing/branding materials.)

*Please note that for larger projects and photography/videography requests, our team needs a minimum of two weeks' notice to provide products properly.

STEP 2:

A member of our team will reach out to you with a created design that has gone through the University of Mississippi Brand Review Process. To learn more about the university brand review process and what qualifies as having to be brand reviewed, click here!

*Please note there is a 24-48 hour wait time for brand approval from the UM Marketing and Communications team.

STEP 3:

A member of our team will contact the necessary company to get your order invoice/quote to you.

STEP 4:

Once you receive the quote for the monetary amount, get approval from your supervisors for the purchasing of the products. After approval has been granted, reach out to us, and we will place your order.

STEP 5:

Pick up and use your product!

*For pick-up, come to TCRC 1007 in the dean's suite.

Step 1: Know your budget

Before you submit the appropriate request form to work with University Marketing & Communications, know your budget that you may allocate to this project. Graphic design, video, and photography requests will incur departmental charges based on hourly estimates or project scope and resource needs.

Step 2: Submit your request

Complete the appropriate request form on the University Marketing & Communications website.

Step 3: Work begins

Upon completion of the appropriate request form and depending on the scope of the project, we'll most likely initiate a conversation with you to learn more about the objective and target audience and, in some cases, complete a creative brief with you before the creative work can begin.

Step 4: Approve your material

Once your material has been completed, a member of the University Marketing & Communications team will contact you to seek your approval. Please share your approval or request revisions from the team member.

Step 5: Your University Marketing & Communications representative will submit your material for review

Once you approve, the brand review request form will be submitted on your behalf.

Step 6: The review

Your material will be reviewed within two (2) business days using the criteria listed on the Brand Review Process page. Note that University Marketing & Communications reserves the right to extend the review of submissions for larger and more complicated projects if necessary.

Step 7: Notification

Once your material has been granted brand approval, you will receive formal notification via email from a University Marketing & Communications representative. Be sure to save this formal notification, as it will be required for the Procurement process.

Step 8: If applicable, choose the Appropriate Procurement Path

Should you need the assistance of an Approved Marketing & Communications Vendor to print or create your material, determine next steps based on anticipated costs:

• Purchases under $5,000: If you have received an estimate from an Approved Marketing & Communications Vendor that your purchase will be under $5,000, you may use a University Procurement card. Submit the Brand Approval Form along with your reconciliation documentation to Procurement.
• Purchases between $5,000-$75,000: If you have received an estimate from an Approved Marketing & Communications Vendor that your purchase will be between $5,000 – $75,000, you must solicit at least one other estimate from an Approved Marketing & Communications Vendor. Save these estimates, as they must be submitted as part of your documentation to Procurement. Create a purchase requisition in SAP. Submit the Brand Approval Form with your requisition and no fewer than two estimates. Procurement will create a purchase order. Note that IT-related purchases (such as website design and development) over $5,000 must also be approved by IT.
• Purchases above $75,000: If you have received an estimate from an Approved Marketing & Communications Vendor that your purchase will be above $75,000, you are required to issue a formal bid (if for a commodity such as printing) or solicit proposals (if for a service such as photography, videography or digital advertising). Please reach out to University Marketing & Communications for next steps.

Purchase of all apparel, merchandise, or promotional material that includes official University licensed marks may require a second approval from the Department of Licensing at this stage of the process.

Step 9: Work With the Selected Approved Marketing & Communications Vendor or the Sign Shop to Create Your Deliverable (if applicable).

Create a purchase requisition in SAP. Reference the Brand Approval Form and the submission file number in the header of your purchase requisition and no fewer than two estimates. Procurement will create a purchase order. Note the vendor’s official University vendor number listed on their entry. This number will be required for your purchase requisition.

For the Sign Shop: Create a work order in SAP. Include the Brand Approval Form in your work order. Production Control will deliver your request to the Sign Shop.

Step 1: Know your budget. Get estimates.

If you plan to outsource the creation of your material to an Approved Marketing and Communications Vendor, you should know your budget. For official estimates, contact an Approved Marketing and Communications Vendor. Review the Approved Marketing & Communications Vendors page.

Step 2: Choose the Appropriate Procurement Path

Once you have received the estimates, identify an Approved Marketing & Communications Vendor based on anticipated costs:

• Purchases under $5,000: If you have received an estimate from an Approved Marketing & Communications Vendor that your purchase will be under $5,000, you may proceed to Step 3 with the development of your material.
• Purchases between $5,000-$75,000: If you have received an estimate from an Approved Marketing & Communications Vendor that your purchase will be between $5,000 – $75,000, you must solicit at least one other estimate from an Approved Marketing & Communications Vendor. Save these estimates, as they must be submitted as part of your documentation to Procurement. Once you have received two estimates, you may proceed to Step 3 with the development of your material. Note that IT-related services (such as digital marketing, website design, and development) over $5,000 must also be approved by IT.
• Purchases above $75,000: If you have received an estimate from an Approved Marketing & Communications Vendor that your purchase will be above $75,000, you are required to issue a formal bid (if for a commodity such as printing) or solicit proposals (if for a service such as photography, videography or digital advertising). Please reach out to University Marketing & Communications for next steps.

Step 3: Work with the Approved Marketing & Communications Vendor to create your material

Work with the vendor to create your material. If you plan to work with an Approved Marketing and communications Vendor on materials such as apparel, merchandise, and promotional items, you are required to work with an official Licensee. Note that IT-related services (such as digital marketing, website design, and development) over $5,000 must also be approved by IT.

Step 4: Your vendor will submit your material for review

After your approval, your Approved Marketing & Communications Vendor should submit your material for brand review by completing this form in its entirety and uploading the file for review.

Step 5: The Review

Your material will be reviewed within two (2) business days using the criteria listed on the Brand Review Process page. Note that University Marketing & Communications reserves the right to extend the review of submissions for larger and more complicated projects if necessary.

Step 6: Notification

Should your material be approved, the person submitting your material for approval will receive formal Brand Approval via email from brand@olemiss.edu. Be sure to save this formal notification as it will be required for the Procurement process.

If your material is not approved, a member of our Brand Services or Creative Services team will notify the person via email with a list of recommended revisions.

Once revisions are made, that person will be required to submit another brand request review form. Please select the “re-submission” option and follow the instructions. Expect another two (2) business days for review.

Step 7: Work with the selected Approved Marketing & Communications Vendor to purchase your deliverable

Once you have received brand approval, work with your selected Approved Marketing & Communications Vendor to purchase your deliverable based on anticipated costs:

• For purchases under $5,000, you may use a University Procurement card to purchase the material. Submit the Brand Approval Form along with your reconciliation documentation to Procurement.

• Purchases between $5,000-$75,000: Create a purchase requisition in SAP. Reference the Brand Approval Form and the submission file number in the header of your purchase requisition, as well as no fewer than two estimates. Procurement will create a purchase order. Note the vendor’s official University vendor number. This number will be required for your purchase requisition.

Step 1: Determine whether your final item will require brand review and approval.

Brand review is only required for apparel, merchandise or promotional material that includes official University licensed marks. Note that phrases such as "Ole Miss" and "University of Mississippi" are also registered marks, so any materials including those phrases would be included in the review process and will be required to have registration marks.

Examples of apparel, merchandise, or promotional materials include but are not limited to all types of clothing, drinkware, equipment, toys, games, collectibles, personal accessories, etc.

Step 2: Know your budget. Get estimates. (IF NOT USING SAF FUNDING MOVE TO STEP 3)

All Registered Student Organizations (RSOs) are limited to a $2,500 budget every semester. Make sure you gather estimates on the product you wish to purchase from official licensees at the beginning of the purchasing process.  For more information about RSO funding allocations see SAF Guidelines.

Step 3: Work with a licensee to create your artwork.

If necessary, work with an official licensee to create your artwork. You can use the digital team within the SOP, work with university marketing and communication, or work directly with an approved vendor.

Step 4: Submit your artwork to SOP Administration for review.

Please submit your artwork to the SOP Associate Dean for Student Affairs, Dr. Kristen Pate.

Step 5: Submit your artwork for brand review.

Upon SOP Administration approval of your design, Submit your artwork for brand review. Be sure to select the “Representative of a Registered Student Organization” option when prompted in the form.

Remember: if your artwork does NOT include a University of Mississippi trademark listed here, you are NOT required to submit your artwork for brand review. However, you are still required to submit it to the SOP Administration for review!

Step 6: The review

Your material will be reviewed within two (2) business days using the criteria listed on the Brand Review Process page. Note that University Marketing & Communications reserves the right to extend the review of submissions for larger and more complicated projects if necessary.

Step 7: Notification

Should your artwork be approved, you and the ASB Treasury will receive formal Brand Approval via email from brand@olemiss.edu. Be sure to save this formal notification, as it will be required for the Procurement process and SAF funding approval if necessary.

If your material is not approved, a member of the Brand Services or Creative Services team will email you with a list of recommended revisions. Once those revisions are made, you will be required to submit another brand request review form. Please select the “re-submission” option and follow the instructions. Expect another two (2) business days for review.

Step 8: Work with the official licensee to purchase your deliverable

Once you have received brand approval, work with your selected licensee to purchase your deliverable.