Employees may view the complete policy at policies.depaul.edu

Policy

DePaul stationery must be used for all official university correspondence. The stationery set includes letterhead, envelopes, business cards, note pads and printed mailing labels. Faculty and staff may not use promotional materials such as mastheads created for fact sheets, or other materials for correspondence.

All stationery must be ordered through the DePaul Publications Group. Faculty and staff are not permitted to purchase stationery items from outside sources

A template for electronic letterhead is available from DePaul Publications Group. This template may be used to create letters that are sent electronically. Faculty and staff should not create their own electronic letterhead, because university letterhead must meet exact specifications. Most commercial programs distort the logo and signature. The electronic template should not be used to produce university letterhead on an office printer. This practice is more expensive and creates lower-quality letterhead than ordering through DePaul Publications Group.

Auxiliary letterhead can be created if it is in the best interest of the university to have a public image distinct from the university. Examples include programs with sanctioned separate logos, such as DePaul Athletics; fundraising campaigns; special events, such as conferences, festivals or commemorative campaigns; publications published by the university but not identified with it in the title; and programs run jointly with other organizations that require visual identification of the partner organization.

Student organizations, club sports and other recognized groups can create their own letterhead and business cards using the words "DePaul University" and their own logo, but may not use DePaul’s logo, signature, athletic logo, seal, coat of arms, letterhead or business cards. As a student benefit, several templates are available through DePaul Publications Group. Groups of students not recognized as official organizations by Student Life may not use DePaul’s name, logo, signature, athletic logo or any other university marks.

When determined necessary by a manager, business cards may be produced for student employees to identify their role as DePaul staff members. In these cases, the head of the department must approve and pay for the cards from a university budget. Students who wish to create their own business cards indicating their status as a student for networking or other purposes may do so at their own expense, but may not include information regarding student employment or the university's logo or signature. However, the card may state that they are enrolled at DePaul University if they are an enrolled student in good standing.

Procedures

Requests for auxiliary letterhead must be made to the Associate Vice President for Marketing Communications.

All other stationery is printed through the DePaul Publications Group according to the following procedures.

Mass Stationery Order
Every year budget managers receive a form for mass stationery orders. Orders placed at this time will be charged back at a lower rate, due to volume printing. Orders may be placed, however, at any time during the year. To order stationery items, submit the DePaul Publications Group Request Form to DePaul Publications Group. DePaul Publications Group can provide additional information regarding stationery orders.

Letterhead
Include only the following information on letterhead orders:

• College, department, office, institute or center
• Building address, city, state, nine-digit zip code
• Area code and phone number
• Fax
• E-mail address

NOTE: Second-sheet letterhead has no printed design. Orders for second sheet letterhead will be filled with unprinted stock.

Envelopes or Printed Mailing Labels
Include only the following information for envelope or printed label orders:

• College, department, office, institute or center
• Building address, city, state, nine-digit zip code

Business Cards
Include only the following information for business card orders:

• Individual’s name
• Academic degrees or similar information
• Individual’s title
• College, department, office, institute or center
• Area code and phone number
• Fax
• E-mail address

A Web address may be included on business cards if the site has a depaul.edu suffix and if it complies with all university policies, including the Acceptable Use Policy and the University Logo and Signature policy.

Memo Pads
Two versions of the university memo pad are available, one for individuals and one for departments. Include only the following information for orders of memo pads for an individual:

• Individual’s name
• Individual’s title
• College, department, office, institute or center
• Area code and phone number

Include only the following information for orders of memo pads for a department:

• College, department, office, institute or center
• Area code and phone number