Appendix CP9

Procedures for approving and monitoring promotional materials and student handbooks

  1. Partnership Team Leadersare required to gather examples of promotional materials and student handbooks on their visits to partner institutions and submit them to the Academic Office with their visit reports. The Academic Office will log the material and make a provisional check for accuracy in liaison with the Dean of Quality and Standards. Promotional materials will then be submitted for further checking and filing to the:
  1. Head of School/Dean of Faculty;
  2. Head of Marketing; and when appropriate
  3. International Office (for international partnerships and for those UK partnerships that recruit predominantly international students).

All student handbooks will be held by the Academic Office

  1. It is expected that promotional materials and student handbooks will be collected at least annually. Where no documents have been received for a year, the matter will be reported, with recommendation, tothe International Affairs and Collaborative Partnership Committee (IACPC).
  1. All new partners will be asked formally, in a letter from the Academic Office accompanying the signed MoA, to submit all planned promotional materials (relating to University of Wales Trinity Saint David programmes or bearing the University’s name or logo) to the University prior to issue. Promotional materials include prospectuses, flyers and web content and social media platforms. Materials will be sent, via the Academic Office, to the Head of Marketing for scrutiny and approval for accuracy and use of the University’s name or logo.
  1. Existing partners will be reminded via a letter from the DVC (Academic):
  1. that prior approval is needed from the University (via Head of Marketing) for all updates to approved promotional materials bearing the University’s logo, including prospectuses and web content, and that new forms of publicity – for example, social media, posters, banners or advertisements bearing the University’s logo – also require approval;
  1. thatPartnership Team Leaders will be requesting examples of promotional materials formally during their visits.
  1. The Dean of Qualityand Standardswill arrange for regular checks of the websites of partner institutions to be made and will maintain a log of:
  1. the dates that sites were visited;
  1. any material of potential concern and the action taken subsequently.
  1. Repositories of promotional materials will be maintained by the:
  1. Academic Office and the Marketing Department;
  2. International Office (for international partnerships and for those UK partnerships that recruit predominately international students)
  1. The Marketing Department andInternational Office will maintain records of any correspondence with partner institutions relating to the checking of promotional materials and, in the event that difficulties arise with a particular partner, will alert the Dean of Quality and Standards in the first instance.

August 2017