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Publication Numbering System

Some frequently asked questions

How do I get a number?
When considering a publication, get in touch as early as possible with the graphics manager in the Office of University Relations. She is available to help with writing and can offer suggestions on design and printing. The Office of University Relations is located in 203 Founders Hall, phone 4363.

The following steps will walk you through how to get a publication number:

  1. Send the following information* to April Cox or Dept 5655.
    a. Document Title
    b. Account Name
    c. Account Number
    d. Contact information if there are questions regarding the publication
    e. Approximate completion date of the publication
    f. Number of pieces to be printed
    * Additional information may be required, but April will notify you if this is necessary.
  2. A number will be assigned and returned via email (or other means if necessary).
  3. Send two copies of the completed publication to the graphics manager
    to maintain state files.
  4. At the end of the fiscal year, you will be asked to report the costs of
    printing and postage to Mary Donoso in University Relations.
And how long does it take?
When planning a publication, include sufficient time for the review and printing processes. While all efforts are made to review your publication in a timely fashion, more time may be needed during busier seasons.

If you have a problem or an emergency, University Relations will work with you, but please don’t wait until the last minute if you have a choice.
Who assigns the numbers?
The duty of implementing and maintaining the publication numbering system lies with the publication coordinator in the Office of University Relations. Currently, April Cox holds that position.
Why do we number publications?
The Tennessee Senate Bill No. 1920 requires the implementation of a system for assigning publication numbers, for reviewing and approving publications, for maintaining publication records, and for containing publication costs.
What do you mean I can't say that?
A part of the numbering system process includes a review to make sure the written copy conforms to University style. The graphics manager will review your publication and mark any needed changes prior to assigning of the publication number.
What about design?
No matter how well written, a bad design will make a bad publication. Therefore, a proposed layout is requested with the review for the numbering process.
Does this need a number?
There is a sample list of what is and what isn’t a publication. Just because the item is intended solely for an internal audience does not mean it automatically does not need a publication number. A simple rule of thumb is “Call April,” she will be glad to discuss any publication with you, and she can make the decision to waive use of a publication number.
What if it's the same thing I did last year?
Reprints of publications that are exact reprints, meaning absolutely no changes are made, can be printed without getting a new number. In certain circumstances a publication number can represent a series of publications that are similar such as a newsletter.When publishing newsletters, the newsletter editor is required to provide a rough design with the written copy for the first issue of the newsletter at the time of applying for the number.
Where do I get my job printed?
In compliance with University of Tennessee System Fiscal Policy as it relates to use of in-house services, all printing—including letterhead, envelopes, business cards, brochures, posters, banners, etc.—must be completed through the UTC Graphics and Mail Services centers. These facilities, operated by contract with IKON, include the main Graphics Center located in the Administration Building and a satellite center located in the Lupton Library. IKON personnel will abide by University purchasing policies pursuant to the bidding and job awarding practices set forth in fiscal policies should they need to outsource print work not handled in-house. This will allow the campus to control printing costs, as well as ensure quality standards in printed materials. You can submit your job online using TRAC.

Invoices or charges for printing completed outside University services can be rejected for payment by the University.