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Annual Report

2008-2009 Annual Report

Department Mission
Department Goals
Example of How Department Used Assessment
General Statement of Department Condition
Departmental Achievements
Staff Productivity
Student Achievements

Department Mission

The Office of Communications and Marketing provides innovative, professional communications, and promotes and supports university programs to expand the public’s awareness of the University of West Georgia

Department Goals

I. The Office of University Communications and Marketing will provide accurate, timely promotion and coverage of campus events, programs and achievements, utilizing all appropriate media outlets.

University Mission: UWG is committed to the following areas of excellence: a broad range of public service activities and proactive partnerships to promote more effective use of human and natural resources; to contribute to economic, social and technical development; and to enhance the quality of life within the University’s scope of influence.

Bread and Butter Goals: #4 Public Relations and #7 External Relations

II. The Office of University Communications and Marketing will provide professional photographic services that support the news, publications and marketing needs of university departments.

University Mission: UWG is committed to the following areas of excellence: a broad range of public service activities and proactive partnerships to promote more effective use of human and natural resources; to contribute to economic, social and technical development; and to enhance the quality of life within the University’s scope of influence.

Bread and Butter Goals: #2 Enrollment Management, #4 Public Relations, #7 External Relations

III. The Office of University Communications and Marketing will create data-driven marketing campaigns to assist in recruiting qualified students and fostering goodwill in support of fundraising.

University Mission: UWG is committed to the following areas of excellence: regional outreach through a collaborative network of external degree centers, course offerings at off-campus sites, and an extensive program of continuing education for personal and professional development; and affirmation of the equal dignity of each person by valuing cultural, ethnic, racial, and gender diversity in students, faculty, and staff.

Bread and Butter Goals: #2 Enrollment Management, #4 Public Relations, #7 External Relations, #11 Capital Campaign

IV. The Office of University Communications and Marketing will provide creative writing and design services for advertisements and marketing packages.

University Mission: UWG is committed to the following areas of excellence: regional outreach through a collaborative network of external degree centers, course offerings at off-campus sites, and an extensive program of continuing education for personal and professional development; and affirmation of the equal dignity of each person by valuing cultural, ethnic, racial, and gender diversity in students, faculty, and staff.

Bread and Butter Goals: #2 Enrollment Management, #4 Public Relations, #7 External Relations, #11 Capital Campaign

V. The Office of University Communications and Marketing will coordinate specific university-wide events, which include commencement ceremonies, building groundbreakings and dedications, PREP, TIP, and others.

University Mission: UWG is committed to the following areas of excellence: a broad range of public service activities and proactive partnerships to promote more effective use of human and natural resources; to contribute to economic, social and technical development; and to enhance the quality of life within the University’s scope of influence.

Bread and Butter Goals: #4 Public Relations, #7 External Relations, #8 Regional collaboration for economic and community development, #11 Capital Campaign

VI. The Office of University Communications and Marketing will provide helpful and friendly initial contact information and scheduled group tours for visitors.

University Mission: UWG is committed to the following areas of excellence: a broad range of public service activities and proactive partnerships to promote more effective use of human and natural resources; to contribute to economic, social and technical development; and to enhance the quality of life within the University’s scope of influence.

Bread and Butter Goals: #2 Enrollment Management, #4 Public Relations, #7 External Relations

Example of How Department Used the Assessment to Change/Improve a Process

UCM assessed the usefulness of the Developments and Honor Roll publications and determined they were not meeting their goals, so the duties of the Coordinator of University Publications were realigned toward the need for a marketing writer to help with advertising and publications. Also a marketing person was hired to help strategize marketing goals and concepts, including those for advertising and publications.

A second person in the news services area was hired to increase the institution’s media presence regionally and nationally, including the purchase of ProfNet and several other new initiatives.  Another staff member created the FaceBook page for more national and international presence.

General Statement of Department Condition

As in most areas on campus, this staff is “one deep” in almost all areas of responsibility.  Cross-training is conducted for emergency situations but daily productivity continues to rely heavily on just one staff member per area of expertise which increases the stress level of the workplace.  The addition of an associate director of news services has benefited that area of responsibility.  An associate director marketing came on board late in the year and has already been a tremendous asset to the department.  A Design Services unit was established and the change of personnel will take place in October.  This will result in more UCM input in the primary marketing publications of the institution.  The needs of the department now focus on the addition of a graphic designer in order for the Design Unit to keep pace with the demands of increased advertising and involvement with additional publications.  The assistant vice president for the department experienced a lateral move to assistant vice president for university events and a search is underway for a replacement with an anticipated date of January 2010 for completion of the process. 

Departmental Achievements

Lisa Ledbetter, assistant vice president:

  • Provided supervision for Department of UCM and 7 staff members. 
  • Served as “Single Point of Accountability” for the following campus activities: Georgia Partnership for Excellence in Education Dinner and presentations, University Suites/Pritchett Family Dedication Ceremony, Campus Memorial Service, Greek Village Groundbreaking Ceremony, Duke University TIP Ceremonies, and 8 Commencement ceremonies and coordinated the move of the ceremony to the new venue.  
  • Assisted with the production of a 6-minute video for the APPA Award 
  • Assist with the development of the annual Live Art event
  • Coordinated three building renovations
  • Assisted with the development of the Visual Identity Guidelines 
  • Represent the institution in the communications committee of ARCHE 
  • Assisted in the following campus events: Southwire/RCOB Day, UWG Capitol Day, Secretary of State campus visit, Chancellors’ campus visit, Homeland Security Disaster Drill 
  • Coordinate marketing efforts on the Stadium Marketing Committee
  • Completed two successful searches for Assistant Directors for News Services and Marketing (jointly with Tricia Herndon)

Tricia Herndon, associate director:

  • As part of University Advancement’s initiative to simplify and clarify the university’s branding elements, Tricia Herndon designed the new UWG wolf eyes logo, adjusted current UWG and athletics logo designs and created new color variations of current logos. She wrote and designed the new UWG Visual Identity and Licensing Guidelines manual outlining usage guidelines for all university logos and branding elements in marketing, publications and merchandise. She also wrote the guidelines for the new visual identity web site and contributed to the site’s organization.
  • Since the implementation of the new UWG visual identity guidelines, Tricia Herndon has coordinated the visual identity program, answering usage questions, providing logos for both on- and off-campus needs and creating new branding materials as needed. She designed new wolf head and wolf paw car magnets, logos for the Leadership Academy and a marketing brochure for the Department of Educational Leadership and Professional Studies. She also worked with a student in Auxiliary Services on new shuttle bus exterior art. 
  • Tricia Herndon created university advertisements for strategic placement in such state and regional publications as Georgia Trend, Atlanta Business Chronicle, Atlanta Magazine, James Magazine, Georgia Magazine, Newnan–Coweta Magazine, Gwinnett Daily Post, Georgia Public Broadcasting Members Magazine and the Atlanta Journal-Constitution, as well as the Newsweek Annual Education issue and the Funding for U.S. Study Directory. She created monthly advertisements for the Times-Georgian A+ Education Report and the Douglas County Chamber Matters newspaper sections. She also designed advertisements for placement in other local special newspaper sections, in Chamber of Commerce magazines for Carroll and Newnan-Coweta counties, and for various community publications and materials, including the Carroll County Chamber of Commerce annual report, the Haralson County Chamber of Commerce map, the American Cancer Society Relay program and the local Town Planner Calendar. 
  • Tricia Herndon designed a series of five recruitment advertisements for the College of Education for placement in PAGE ONE, the magazine of the Professional Association of Georgia Educators. She also designed advertising for such units as Nursing. 
  • Tricia Herndon designed fund-raising and marketing materials for major university building campaigns, including the University Stadium campaign (Fourth Quarter fund-raising materials and groundbreaking invitation) and the Greek Village campaign (fund-raising brochure and flier, and groundbreaking invitation and program). She provided visual identity guidance and branding materials for building decor and signs. 
  • Tricia Herndon designed invitations and programs for various university events, including the Georgia Partnership for Excellence in Education/Advanced Academy of Georgia dinner, the university memorial service and the Pritchard Tribute event. She also designed a new Nursing gonfalon for commencement ceremonies. 
  • Tricia Herndon acted as art director for the Fall 2008 and Spring 2009 issues of Perspective alumni magazine and the Summer 2008 and Winter 2009 issues of Developments fund-raising magazine, critiquing and improving concepts and design, and creating page layouts. 
  • Tricia Herndon took on the supervision and instruction of two student art interns to enable the department to meet its increased graphic design workload. She also worked long distance with an art intern living in California for the summer to enable the student to gain enough course credit to graduate in December 2009. 
  • Tricia Herndon supervised Josh Sewell, coordinator of advancement publications, and provided guidance about his management of Developments and Perspective magazines and Red and Blue Banner (bi-monthly alumni e-mail newsletter). 
  • Lisa Ledbetter and Tricia Herndon conducted a successful search for a new associate director of media relations and new associate director of marketing. 
  • Tricia Herndon and Lisa Ledbetter assisted with writing for the 2009-10 Admissions undergraduate recruitment viewbook. 
  • UCM staff assisted with the marketing and coordination of the 2008 A DAY for West Georgia campaign. Tricia Herndon designed a brochure, three logos, four promotional ads and two thank-you ads for the campaign. 
  • UCM staff provided text and photography for university inserts in one national guide (Peterson’s Guide to Four-Year Colleges) and two regional guides (BellSouth Yellow Pages and Yellow Book), as well as university profiles for local newspapers’ special sections and web sites of various organizations and publications.

Steven Broome, assistant director:

  • Provided photographs for various special events, athletic events, UWG concerts, UWG Theatre performances and University Advancement events; as well as studio photography for various UWG clients including faculty, staff, student organizations, alumni and other special projects. These photos found use in various UWG publications, including athletic media guides, academic departmental brochures, administrative departmental brochures, admissions recruitment materials, UWG main website, Graduate and Undergraduate catalogs, UWG Advancement publications, UCM generated advertisements, the online stock photo gallery; and local, regional and student hometown news releases.
  • Updated the universitywide stock photo gallery and increased its offerings with the assistance of photography student assistant, William Hogan
  • Installed the arena lighting system in the Coliseum
  • Maintained and updated the Athletics Complex website. 
  • Worked with Alumni Relations to produce the Red & Blue Banner electronic newsletter for UWG alumni.
  • Developed the University of West Georgia Facebook page and supervised content and postings.
  • Supervised and worked closely with the Web Content Manager, Julie Lineback, to continue development of RedDot CMS for various university websites.
  • Served as backup for the Web Content Manager to publish the UWG Daily Report and Campus Chronicle in her absence.
  • Supervised a student assistant during Fall and Spring semester.
  • Developed new multiple-light-source lighting techniques for location shoots.

Julie Lineback, Web Content Manager:

  • Personally converted the following sites to RedDot: Logos (still in progress)
  • Regularly helps maintain the following websites: UWG main site, Alumni, President, ARFS (full maintenance), Advocates (full maintenance), UA (full maintenance), UCM (full maintenance), Campus Chronicle
  • Consulted with the following departments regarding their content: Athletics
  • Submitted information to and monitors UWG’s entry in Peterson’s Guide
  • Co-supervised Duane Theobald, student worker
  • Monitors and updates UWG’s Wikipedia entry
  • Submitted UWG’s AT&T YP entry
  • Continued to maintain UWG Daily Report, a daily source of UWG news/events
  • Proofed over 55 UWG sites upon or shortly after their transition to Red Dot
  • Contributed articles for the following publications: Developments, Perspective

Rob Douthit, associate director of media relations:

  • Douthit filled a new position in UCM on March 30, with responsibilities that include building and maintaining constructive relationships with local, regional and national media, helping gather and report news from the university and its faculty, staff, students and alumni and serving as an additional source of information for the university’s external constituencies.
  • He wrote news releases on topics including the university’s economic impact on the region, UWG’s reaction to the outbreak of swine flu and its cancellation of a student trip to Mexico, a Smithsonian art exhibit coming to UWG and an endowed scholarship at the School of Nursing.
  • Douthit enrolled the university in the ProfNet and HARO database services, which give alerts as to what stories journalists throughout the nation are working on and how the university’s experts might be able to serve as sources in those reports.
  • He helped initiate coverage of the university in stories in the Atlanta Journal-Constitution, one story in the Georgia Online News Service, one story on the NBC affiliate in Atlanta, one story on the CBS affiliate in Atlanta, stories on both of those stations’ Web sites, one story on GlobalAtlanta.com and formulated a response to a column on HuffingtonPost.com.
  • Douthit found and responded to the HuffingtonPost column about controversy surrounding the West Georgian student newspaper. The column did not accurately characterize the university’s response to the student newspaper controversy, and Douthit’s response helped bring balance to the issue.
  • He created a Twitter account for UCM that enables the department to produce blurbs about what is going on with the university and its students, faculty, staff and alumni. He also posted frequent updates on the university’s Facebook page.
  • He met with reporters from Neighbor Newspapers, the AJC, Georgia Online News Service, CBS Radio Atlanta and Examiner.com.

Josh Sewell, coordinator of university publications:

  • Coordinated the production and release of Fall 2008, Spring 2009and Fall 2009 issues of Perspective (alumni magazine).
  • Facilitated the inclusion of new Developments section in magazine to cover donor-related stories.
  • Shifted the majority of Perspective’s writing responsibilities to UCM office.
  • Incorporated a greater variety of writers to ensure greater variety of style and tone in each story.
  • Coordinated the production and release of the Red and Blue Banner (bi-monthly alumni e-mail newsletter) and started the process of publishing Red and Blue Banner through our new online community.
  • Assisted Tricia Herdon with ads for various publications (Times-Georgian, Newnan Times-Herald, PAGE ONE) by contacting ad subject, assisting subject with quote that appears in the ad, and coordinating schedules for the accompanying photo shoot.
  • Supervised Kylene Cepeda (SRAP student) and co-supervised Duane Theobald (additional student worker) 
  • Assisted during commencement ceremonies by performing various duties, including marching graduates to their seating area.
  • Assisted where needed during A DAY and Homecoming events
  • Moved office from Alumni House to UCM to facilitate improved communication in the publications process.
  • Researching most effective way to streamline our Honor Roll publication and move it completely online.

Kathy Wagstaff, assistant director of news services

  • Helped with commencement ceremonies, award ceremonies and other campus events.
  • Produced and edited the online Campus Chronicle for UWG faculty, staff, alumni and retired personnel;
  • Updated the UWG website home page several times a week with news, features and photographs; wrote the majority of the feature and news stories used on the website
  • Coordinated coverage of the Smithsonian Institute traveling exhibit, which was part of the Department of Public History.
  • Produced copy and sound bites for regional media outlets and publications; 
  • Coordinated stories for the ARCHE online magazine, Diverse Magazine, AASCU and other higher education publications; 
  • Coordinated media interviews with Atlanta television broadcasters and Dr. Sethna, Dr. Tim Hynes and other faculty;
  • Created a Media Guide Kit with easy-to-use tools for departments and offices to use that will make it simple to create a media announcement or document; 
  • Attended a two table top exercises in crisis management and communications;
  • Compiled data and statistics for Atlanta Magazine, Atlanta Journal Constitution, Georgia Trend, the Atlanta Business Chronicle and other regional publications;
  • Arranged interviews with faculty, staff and students for background and quotes for Global Atlanta, Atlanta Magazine, DivineCaroline.com (a feeder to Yahoo, AOL and Huffington Post) on mathematics, education and psychology issues;
  • Coordinated a guest appearance of President Sethna for a video production of GPEE on campus;
  • Wrote stories for Perspective, the website and press releases;
  • Produced a feature on undergraduate research for a Georgia Trend publication;
  • Produced publicity and placement for the Townsend Center in Access Atlanta, the AJC and local media that contributed to a successful season; \
  • Helped publicize Ajay Pillai, youngest undergraduate in USG history in Atlanta Magazine; 
  • Helped place tee shirt design story in Peachtree Track Club publication. 
  • Arranged and produced television interviews on UTV-13 for “Conversations With …”
  • Arranged and conducted a GPB radio interview with campus guest and movie star Mel Johnson Jr.; 
  • Arranged to have 30 to 60 second PSA announcements to be made morning and evening during news segment breaks on GPB free of charge.
  • Provide a daily online news service to campus senior administrators, faculty and staff.
  • Helped publicize the studies abroad program and Advanced Academy programs at Atlanta Magazine through extensive communication with writers and editors. Sent student contact names and numbers; photos and background information.
  • Initiated and arranged numerous radio show interviews with UWG guests on local radio network
  • Collect talking/brag points for the staff at UCM
  • Provided talking points for Dr. Hynes and Dr. Sethna to use for their commencement ceremony speeches

Staff Productivity

Lisa Ledbetter
Campus and Community Service:
Stadium Marketing Committee
Enrollment Management Council
Homeland Security Committee
Institutional Studies and Planning Committee
Strategic Planning Committee
Facilities Advisory and Planning Committee
Member of Penelope Melson Library Society
Served on campus search committees for the following positions: VP for University Advancement, Ombuds Coordinator,  and Governmental Relations Coordinator
Attend meetings of the West Georgia Foundation Board of Trustees 
Atlanta Regional Committee of Higher Education (ARCHE)
Georgia Education Advancement Council (GEAC) Conference Planning Committee
GEAC Board of Directors
Guest Lecturer for Public Relations class for Mass Communications
Member of Carroll County Pandemic Flu Planning Committee (District 4)
West Georgia Business Women’s Alliance
Carrollton Rotary Club Board of Directors
Carrollton Convention and Visitors Center Board of Directors
Carroll County Communication Professionals Group
Newnan Center Board of Advisors
Carroll County Chamber of Commerce
Professional Development:
Attended Georgia Education Advancement Council summer conference

Tricia Herndon
Campus and Community Service:
Student Work Advisory Committee
Campus Marketing and Communications Team
Georgia Education Advancement Council
Council for Advancement and Support of Education
Departmental coordinator for the A DAY for West Georgia Faculty/Staff Drive
Professional Development:
Completed four days of beginning and advanced training in Adobe PhotoShop software with Sterling Ledet, an Adobe-authorized training center
UWG training in ADP and Microsoft Office 2008 for Mac
Webinars: Evolving Color Concepts, Dynamic Graphics Magazine
 Twitter 101: Everything You Always Wanted to Know But Were Afraid to Ask, BurrellesLuce media strategy service

Steven Broome
Campus and Community Service:
UWG Web Redesign Committee
Faculty Senate Technology Planning Committee 
Guest lecturer for two Media and Instructional Technology courses 
Instructor for five Continuing Education courses
Member of campus employee band, The Howlers
Presented music program for UWG Child Development Center

Julie Lineback
Campus and Community Service:
Office 2007 committee
Interim Infrastructure Services Director search committee
Webmaster Search Committee (twice)
Professional Development:
Attended Georgia Education Advancement Council summer conference
Women in Leadership conference
Twitter webinar

Rob Douthit
Campus and Community Service:
Attended eight Atlanta Press Club events, one Atlanta Business League luncheon, two Charlestowne Consulting Group Atlanta Business Community events
Attended a three-day conference in Baltimore that focused on gaining regional and national publicity for a university. He came back with a number of strategic ideas for achieving those goals.
Professional Development:
 Attended Windows Movie Maker training
Attended Dreamweaver training
Completed two social media webinars
Attended 2009 College Media Conference in Baltimore

Josh Sewell
Campus and Community Service:
Publicity Committee for the Penelope Melson Library Society
Professional Development:
 Attended intensive Creative Suites training process in an effort to play a greater role in the design phase of publications in the future.

Kathy Wagstaff
Campus and Community Service:
Member of Carrollton Kiwanas Club
Guest lecturer for two journalism classes and arranged for students to interview for internships and jobs at local radio and newspaper outlets.
Professional Development:
Attended Crisis Communications training for Pandemic Flu on a regional, county and campus level
Networked with public relations officials and journalists at many seminars, workshops and luncheons for professional development.
Joined the Public Relations Society of America on the national and state level
Atlanta Press Club member

Student Achievements

One of the department’s spring student art interns, Kristen Thompson, won a summer 2009 design internship with Charleston Magazine in South Carolina.

Spring and summer student art intern Amy Coursey designed new stadium lamp post banners, the cover of the new UWG Visual Identity and Licensing Guidelines manual, and a series of university recruitment ads that were published in local newspapers in the spring.

Art interns contributed to the design of the spring 2009 issue of the Perspective alumni magazine, materials for the Coliseum grand opening and other publications.

Photography student assistant had work displayed in Atlanta galleries, and won UWG purchase awards for his photography.