Third-Party Marketing and Communication Services Policy

Applies to: All university divisions, colleges, departments, centers, and affiliated programs.

Policy:

A.  Purpose

This policy establishes requirements for the use of third-party vendors to provide marketing and communication services on behalf of Pittsburg State University (“the university”). Its purpose is to ensure efficient use of resources, consistent institutional messaging, protect the university’s brand and reputation, and provide appropriate oversight of externally produced communications.

B.  Scope

This policy applies to all university divisions, colleges, departments, centers, and affiliated programs that wish to engage external vendors to create, distribute, or influence marketing or communication materials representing the university, regardless of funding source.

Covered services include advertising, design, digital and social media content, web content of any kind, video and photography, public relations, messaging strategy, market research, and any other external marketing and communications practices, preparation, and execution.

This policy does not cover third party vendor services for non-public facing material, e.g., internal use organizational tools, internal training material, financial and accounting records, or internal chat.

C.  Oversight

All third-party marketing and communication engagements must be reviewed and approved by Creative and Strategic Communication prior to vendor engagement or public dissemination of materials. Units may not independently authorize vendors to represent the university, and must also operate in accordance with the university’s Execution of Contracts Policy. 

D.  Scope of Work

All engagements must include a clearly defined scope of work describing objectives, deliverables, timelines, and approval points. Scopes of work must be reviewed by Creative and Strategic Communication to ensure alignment with institutional standards and expectations and to avoid duplication of work or resource use.

E.  Brand and Content Standards

All materials produced by third-party vendors must:

• Comply with official university brand, identity, and style guidelines
• Accurately represent university programs, policies, and values
• Receive Creative and Strategic Communication approval prior to publication or distribution

Creative and Strategic Communication retains final approval authority over all externally facing marketing and communication materials.

F.  Accessibility, Privacy, and Legal Compliance

Vendors must comply with applicable accessibility standards, privacy requirements, and legal obligations. University names, logos, and marks may be used only for approved purposes within the scope of work.

G.  Intellectual Property

Unless otherwise agreed in writing, all work created by third-party vendors for the university is considered work made for hire and is the property of Pittsburg State University. All vendor-created work must be transferred to Creative and Strategic Communication, including both original/raw files and final work.

H.  Roles and Responsibilities

I.  Exceptions and Enforcement

Exceptions to this policy must be approved by Creative and Strategic Communication. Noncompliance may result in withdrawal of approval, suspension of vendor engagement, or other corrective action.