Institutional Publications Policy : 9:01:02:00

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I. PURPOSE

This policy describes a system for campus-based approval and numbering of publications created for Motlow State Community College (Motlow State) as required by local, state, and federal law, as well as pursuant to Tennessee Board of Regents (TBR) Policy 9.01.02.00.  The cited authorities set forth criteria, against which Motlow State will review the appropriateness of each publication, require that descriptive information be maintained in a central location and provide for affixing an identifying number to each covered publication.  

II. DEFINITIONs

  1. Chief Marketing Officer (CMO) - Appointed by Motlow State’s President, the CMO is the responsible authority for directing the formulation, implementation, and management of Motlow State’s marketing, advertising, and public relations strategies and efforts.  To ensure alignment with Motlow State’s vision and policies, the President reserves the right to require that the CMO seek approval or provide consultation on specific strategic decisions or policy matters as delineated in Motlow State Policy 9:01:00:00.   
  2. System Chief Marketing Officer (SCMO) - Chief Marketing Officer of the TBR System. 
  3. Spokesperson – Motlow State’s President designates Motlow State’s Spokesperson to oversee official public and news media communications. 

III. POLICY/GUIDELINE

  1. Publications 
    1. Publications, including text, images, video, and other content, must follow local, state, and federal laws and other applicable marketing, communication, and branding policies and procedures, including those defined in Motlow State Policy 9:01:01:00. 
    2. Whether new or revised, publications representing Motlow State to potential students or potential faculty and staff must be reviewed, approved, and assigned a unique publication number by the CMO or designee. 
      1. Motlow State shall document appropriate procedures for units, programs, and initiatives in local policy or guidelines to request publication creation and/or review. 
      2. The CMO maintains the authority to remove any publications this policy covers from distribution. 
    3. All Publications, whether developed internally by Motlow State or externally for Motlow State, must align with the college’s pre-established marketing, branding, and communications guidelines and applicable policies to ensure key messages are disseminated in a manner that maintains consistency. 
    4. The office of the CMO is responsible for creating, maintaining, and enforcing Motlow State’s visual, editorial, and process guidelines. 
    5. Publications, including all design files and assets, are the property of Motlow State. 
    6. The CMO or designee has the final authority to interpret the terms of this policy. 
  2. Truthfulness and Substantiation 
    1. All advertising, including publications, must follow local, state, and federal laws regarding truth in advertising and other consumer protection laws as outlined in Motlow State Policy 9:01:00:00. 
  3. Reporting 
    1. The CMO shall evaluate publications annually to determine if the return on investment justifies continued publication. 
    2. To assist with local, state, and federal laws regarding marketing publications, including advertising, a report should be given to the SCMO on publications by June 30 of each year. 
      1. The SCMO should provide reporting to the Motlow State CMO for the following year by July 1. 
  4. Exemptions and Exceptions 
    1. Exemptions and exceptions outlined in Motlow State Policy 9:01:00:00 apply. 

Sources

T.C.A. § 49-8-203; All statutes, rules, and regulations referenced in this procedure. 

Corresponding Policies

TBR Policy 9.01.02.00

History

May 23, 2013; editorial update December 21, 2016; approved by the Leadership Council on September 8, 2017; effective date: September 8, 2017 (Renamed Institutional Oversight Committee).  

Revised: October 8, 2024; May 31, 2026 

Institutional Oversight Committee Approved: June 24, 2026 

President’s Cabinet Approved: July 14, 2026 

Effective Date: July 14, 2026