Policies and Procedures

Graphic designers are responsible for providing production-ready art to vendors. Most vendors need vector art (.eps, .ai. or .svg files) for production. The Office of Marketing and Communications does not alter or rebuild artwork created by other designers and cannot convert raster files (.jpg, .gif, .pdf, .png) to vector files on your behalf. Vendors may be able to provide this service to you for an additional fee. If you need graphics professionally designed by our artists for your project, please start by submitting a project request.

Revisions are an important but time consuming process for both the client and the Office of Marketing and Communications (OMC) creative teams. In order to effectively manage our workload and ensure that all clients' work stays on schedule, we must limit the number of revisions for each job and keep them on a strict timeline.

All writing, design/layout, and web projects accepted by OMC are allotted three (3) rounds of revisions unless other terms are agreed upon by both OMC and the client point of contact at the outset of a project. Every effort will be made to allow two (2) business days for client review and three (3) business days for OMC implementation at each round of revisions, but this timeline may need to be compressed in order to meet tight deadlines. Final client approval is expected on the fourth (4th) proof.

Unfortunately, OMC cannot guarantee delivery of a project on the original specified due date if revisions do not adhere to this schedule. If client review time in any round exceeds two (2) days and/or if revisions exceed three (3) rounds, that project may be put on hold to accommodate other work with imminent deadlines.

Sample Project Timeline

Creative work takes time and there's no such thing as a simple change. Below are some examples of working time: the amount of active creation time required (assuming no interruptions) to complete a task from the moment a designer or developer opens a file to the completion of the task. 

The primary responsibility of the Loyola staff photographer is to capture dynamic images that represent Loyola’s brand, enhance marketing efforts, and drive recruitment to the university. The Office of Marketing and Communications accommodates photography requests from university stakeholders based on alignment with core university priorities and strategic initiatives. The marketing department and staff photographer reserve the right to decline work based on timeline(s), team capacity, and/or alignment with university priorities. 

Please submit your photography request a minimum of two (2) weeks in advance. Requests must specify the exact date, time requirement, and a description of how the photos will be used for marketing and communications efforts. You must submit photography requests using the form; requests made via email or in person will not be considered.

Please allow at least five business days following coverage of an event to allow for photos to be processed and uploaded to the photo server.

Current Photography Priorities:

• Photoshoots for student recruitment efforts 
• Budgeted digital and social marketing campaigns 
• News and time-sensitive events that appeal to the broad university audience
• Stock photography for general use in marketing materials 
• Projects that align with Loyola’s strategic goals 

Examples of photo requests that may fall outside of our scope include: step-and-repeat award ceremonies, speakers, dinners, receptions, group photos, conferences, student headshots, social media requests, and student organization requests. OMC may make exceptions if a request aligns with our core mission to uphold the key strategic initiatives of the university. 

Freelance Photography

The staff photographer may not be able to attend for the full duration of accepted events, performances, and athletic matches. If a request can not be accommodated, the staff photographer may be able to provide a list of recommendations for freelance photographers and/or suggest student workers for coverage. The staff photographer is not responsible for booking freelance photographers; departments must contact freelance photographers and secure bookings independently. 

Staff and Faculty Headshots

The staff photographer provides appointments for headshot photos to all newly hired faculty and staff taken in the campus studio. Please submit a photography request to schedule your headshot. Allow a minimum of two weeks to schedule headshots. Day-of appointment cancellations will need to submit a new request form and provide at least two weeks notice to reschedule. 

Athletics Photography Policies

Athletics photos are processed for the use of Loyola University New Orleans and the Loyola Athletics Department. Players will receive access to the final selection of photos at the discretion of the photographer, available on the Student Athlete Google Drive accessible with a valid Loyola student email address. Players may not request additional photos beyond the final selection shared by the Office of Marketing and Communications. Players should not make requests via social media platforms to receive photos. 

Player Headshot Process:

• The sports information director from Loyola Athletics must reach out to the OMC staff photographer at least three weeks in advance with the availability for each team that needs to schedule a photoshoot. 
• Each team will be scheduled for a two hour photoshoot appointment. Large teams will need to schedule multiple two hour appointments to accommodate all players.
• Once the staff photographer approves the requested photoshoot appointment, then the SID is responsible for sending the calendar invite to coaches. 
• The OMC staff photographer will send a player signup spreadsheet to the team coaches with individual time slots within the two hour appointment. 
• Coaches must assign individual time slots to players. The team is not allowed to show up at any time other than when they are scheduled during the full two hour appointment.
• The completed signup spreadsheet must be sent to the OMC staff photographer at least 24 hours before the planned photoshoot appointment.  

If a student player is unable to attend at the scheduled time, the OMC staff photographer will coordinate an additional session. This session is only open to players who did not take initial photos. The photographer does not provide makeup photo sessions for students interested in getting additional photos taken. 

Player Requirements: 

• Participants must wear athletic clothing and appropriate footwear.
• Participants should only bring relevant props related to their sport. 
• Participants must arrive on time for their designated time slot and be ready to participate at the scheduled time.
• Participants must follow the instructions of the photographer and event staff.
• Participants should bring minimal personal belongings into the studio due to space constraints.
• Participants must respect the property of the university.
• Participants must leave the studio after the promo photo time slot is over.

Game Day Policy

The OMC staff photographer attends two games per season for each sport. Exceptions can be made for championship tournaments and other significant matches, determined at the discretion and availability of the photographer.

Please allow a minimum of two (2) weeks for all video requests. The university videographer will make every effort to accommodate all requests, but may have to decline work due to prior commitments, timeline(s), and/or team capacity. Priority will be given to those projects that directly support student recruitment, retention, and university fundraising efforts.

To request video services, submit the project request form. Video requests sent directly to the university videographer will not be served.

Copy provided to the Office of Marketing and Communications (OMC) by the client must have been proofread, edited, and approved by all relevant members of the client's team prior to being sent to OMC. Copy composed by OMC writers must be proofread, edited, and approved by all relevant members of the client's team before it will move to the next phase in the project process (i.e. layout, web, etc.). "Relevant members" means any person on the client's team who has an interest in the project, input on revisions, and/or authority over final approval of the project in question.

Fliers, Posters, etc.

Fliers, posters, and other printed materials are permitted on designated bulletin boards only and should not be taped or otherwise affixed to any other campus surfaces (i.e. walls, windows, doors, elevators, mirrors, restroom stalls, etc.). Any materials posted in non-permitted areas will be subject to immediate removal.

Yard Signs

All yard signs must be approved by the Office of Marketing and Communications prior to being placed on Loyola's campus grounds. Request approval. To receive approval, yard signs must relate to a specific event and must be put up and taken down on the same day by the group hosting the event. Any yard signs not picked up within two days following the event will be removed and disposed of by Facilities.

Building Banners

Building banner placement is handled by the Facilities team in coordination with the Office of Marketing and Communications. All banner designs must be submitted for approval by Marketing prior to production and placement. Entities wishing to have a banner hung on campus are responsible for having the banner(s) designed, correctly sized, approved, manufactured, and delivered to the Facilities department for placement. Banner placement is determined on a first come, first served basis with input on priority messaging from the Office of Marketing and Communications. Entities wishing to have a banner hung on campus are welcome to request specific placement and scheduling and every effort will be made to accommodate that request, but placement and scheduling are not guaranteed.

Banner sizes are as follows:

• Standard banner 120"w x 36"h
  (Bobet, Monroe, Mercy, Miller, Communications / Music Complex, College of Law)
• Danna Center lobby (inside main entrance) 72"w X 36h"
• Monroe Library 60"w x 36"h
• Res Quad Fence 96"w x 24"h
• Marquette Hall Main Entrance 250"w x 36"h
  (Placement on Marquette Hall allowed on an extremely limited basis and only with approval from the Office of the President.)
• Danna Center main entrance (exterior facing Peace Quad) 120"w x 36"h
  (The Office of Student Life and Ministry has exclusive use of this banner placement. If you would like to hang a banner at the Danna Center main entrance, please contact Dale O'Neill to coordinate.)

Environmental Graphics

All interior building wall graphics (i.e. Danna Center signage, Thomas Hall graphics, Miller Hall lobby and stairwell graphics) are designed, produced, and installed under the direction of the Office of Marketing and Communications in partnership with select vendors. No wall graphics are permitted to be installed on or in campus buildings without coordinating the design, production, and installation of said graphics with the Office of Marketing and Communications. If you would like to discuss a mural / wall graphic project for your building, office, or department, please submit a marketing request so our environmental graphics team can meet with you to discuss your needs and vision. Note that the design and production process for environmental graphics is complex and extremely labor intensive. Depending on project scope, team capacity, and current workload, this type of project may take a year or more to complete from initial meeting to installation. Timelines will be discussed as part of the initial meeting.

Email is an effective way to communicate with the campus community. In order to ensure that we are respecting the community’s time and not contributing to inbox overload, some guidelines are necessary. Here are the criteria to determine how and when an email goes to the community.

All messages must:

• Be related to the business and mission of the university
• Be of significant interest to a large segment of the campus community

Messages that will be sent as individual emails:

• Urgent messages such as BOLOs, emergency notifications, and notices about activities such as maintenance work or film productions that will impact access to campus facilities or parking
• Messages from the president or other senior leadership
• Messages related to mission-critical activities such as enrollment, retention, and student success
• Regular reminders about FRS closing, ePNF deadlines, and timesheet reminders

Messages that will be distributed via Loyola at a Glance:

• Most event announcements unless they are hosted or sponsored by the president
• Promotion for campus services and activities such as summer camps, retirement counseling dates, special sales, and professional development workshops
• Information about new academic programs

Messages that will NOT be distributed:

• Messages of a personal nature such as lost/found items or solicitation of goods or services
• Messages that are political in nature, particularly endorsements of particular candidates
• Messages that are contrary to Loyola’s Jesuit, Catholic identity

The Office of Marketing and Communications provides editorial services to help you craft your messages. Please use this form to submit messages to Loyola at a Glance or write us at ataglance@loyno.edu for assistance with campus messaging. If you require support for an email marketing campaign, please submit your project request.