These communications policies outline the rules and regulations that govern the representation of the University to all internal and external audiences. These policies extend to all forms of communications and apply across all channels and communication vehicles in which the University is being represented as an institution. The purpose of these policies is to ensure that all communication that takes place on behalf of the University is done in a manner that is consistent with the University’s quality standards, branding and visual identity manual, editorial style guide, and strategic positioning.
The Office of Marketing Communication and Public Affairs is responsible for ensuring compliance with the policies outlined below.
- Scope of Policy
- Use of University Nameplate
- Creation of Separate Identity of Logo
- Use of Images and Photography
- Content on University Website
- Social Media
All publications, electronic newsletters, webpages, and promotional materials must receive approval from the Office of Marketing Communication and Public Affairs before usage in any media. These include:
- Brochures, flyers, posters, banners among other publications that are used for on or off-campus events or for any other promotional purpose
- Promotional material or documents or images that are uploaded on the website
- Promotional material or documents or images that are used in social media pages
- Advertising on behalf of the University or any of its units, offices, programs, schools, departments or affiliated centers
- Any promotional materials that contain the University nameplate
- The Office of Marketing Communication and Public Affairs reserves the right to reject any publication, unlink any document or image from the website or report to the respective dean, director or area head if unapproved material is used on printed or e-publications, on the website and social media pages.
AUC’s Branding and Visual Identity Manualincludes official colors and fonts, regulations on images and appropriate uses of the University nameplate and visual identity. Click here to view AUC’s Editorial Style Guide.
The University nameplate is defined as the star icon followed by The American University in Cairo and all of its derivatives. The University is the owner of the nameplate and all of the registered marks that are associated with its identity. All materials produced on behalf of the University should clearly show its nameplate in a manner consistent with its branding manual. The AUC nameplate or logo must not be used on any personal materials, including personal webpages, Facebook pages, other social media pages and as the personal avatar of any individual. To view the official nameplates, click here.
All requests to use the nameplate, logo, seal or photographs of the University in any advertising or marketing materials, press releases, movies or television programs must be directed to the Office of Marketing Communication and Public Affairs.
The use of the trademarked AUC nameplate, logo, identity or photographs in any form of media by any entity outside of the University is not permitted without express written permission from the Office of Marketing Communication and Public Affairs. The following are general guidelines:
- AUC does not endorse products or services.
- In general, the use of the University nameplate and marks are not permitted in promotional materials for commercial entities, vendors or service providers.
- Accurate statements describing the use of a particular vendor by a particular office or department may be permitted with advance permission.
- Photographs, videos or images that represent the University, and could imply an endorsement of a product or service are not permitted.
Logos are only permitted for schools and some non-academic, revenue-generating centers. No office, academic department, center or unit is permitted to have a logo without the approval of the president. Any permissible logos must either be designed or approved by the Office of Marketing Communication and Public Affairs. Any modification to the logo should be done through the Office Marketing Communication and Public Affairs.
The University prohibits the use of stock images of people or facilities to represent its campus or students. All images used that depict students, faculty, campus life or facilities must be authentic pictures taken on campus with actual members of the AUC community. The Office of Marketing Communication and Public Affairs is responsible for creating and updating policies related to the use of photography, clipart and other imagery in print or online. Details and examples can be found in the Branding and Visual Identity Manual.
- The Digital Communications is responsible for the first-level pages of the University’s institutional website. All other subsites and webpages are updated by the various schools, centers, departments and offices that are responsible for maintaining the content of those pages.
- As the custodian of the website, the Digital Communications Unit is responsible for the approval of content before it is updated through the content management system. As such, the Digital Communications unit has the right to make editorial changes and reject content that is not in accordance with the University’s Editorial Style Guide or Branding and Visual Identity Manual.
- The Digital Communications unit has the right to add, change, delete or update materials on the website.
- All pages should be constantly updated by the AUC entity responsible for that page. In the event that content is not updated for more than one year, a notification email will be sent to the designated page administrator asking the user to ensure the content is current. In the event the page is not updated within one month of the notice, it may be removed.
- Non-institutional websites or web-based applications (e.g. websites for conferences, academic journals, personal faculty websites, database applications) are not administered or monitored by the digital communications unit. These are administrated by Digital Innovation Office
- The Digital Communications Unit is responsible for rejecting or removing, from any websites or webpages, any information or materials that are outdated, erroneous or misleading, illegal, unethical or detrimental to the mission and operations of AUC.
- The Digital Communications Unit reserves the right to refuse to offer a link to an external website on an official webpage or to remove a link without notice, if it is not consistent with the University’s values or educational and research mission.
- The AUC website contains links that allow visitors to access other websites that are not controlled by AUC. Such links are provided as a convenience and do not imply endorsement by the University. AUC assumes no responsibility or liability for any material on these links, and expressly disclaims any responsibility for the contents of any linked site.
- Short-term redirects needed for any purpose, should be agreed upon with the Office of Advancement Communications and should be defined by a time limit, after which the redirect is cancelled.
- Subdomains (xxxx.aucegypt.edu) are only allowed in very specific cases, such as for schools, AUC library, Career Center, among others. Websites that are eligible to have separate subdomains (databases) should have magnitude of content that is enough to create a separate database, their audience should be different than the regular AUC website audience that needs to check the regular AUC content catering for AUC target audience. A subdomain also should have a different scheme than the rest of the AUC entities
This policy governs the representation of the University on all social media platforms, including, but not limited to, Facebook, Twitter, LinkedIn, Instagram, YouTube or any other similar platform. Any individual or group of individuals are free to create a presence on any social media platform, provided that it is not done on behalf of the University. Such pages or profiles must not contain the University’s logo, nameplate or any registered marks that are the official property of the University. Furthermore, pages must not claim to officially represent the University or any of its affiliated schools, departments or offices.
A social media presence that is created on behalf of the University or any entity therein must comply with the social media policy.
Creation of University-Sanctioned Social Media Presence
Any social media page that is run by an AUC entity should get the approval of the Office of Marketing Communication Public Affairs prior to creation and is the responsibility of the respective dean or director as follows:
- Websites and social media pages of academic AUC departments or schools are the responsibility of the respective deans.
- Websites and social media pages of centers are the responsibility of the respective directors of centers.
- Website and social media pages of administrative offices are the responsibility of the directors of offices.
- A request to create a social media presence on behalf of the University must include the following:
- Official unit at AUC who will be responsible for that social media page or profile
- Approval of the dean, center director or area head under whom that unit falls
- Name, title and contact information of the staff member responsible for maintaining that social media presence or its page administrator
- Name, title and contact information of a second staff member or manager who will be responsible for that account and who has access privileges in the event that the individual with primary responsibility is unavailable
- Signed Social Media Policy Compliance Agreement that indicates that the individual and their office or unit understands the University Policies governing social media and will comply with them. A copy of the form can be found at the Office of Marketing Communication and Public Affairs.
- Administrators of Facebook pages or other social media platforms must be regular, full-time University employees.
- Authorized page administrator(s) on Facebook and authorized users of other social media platforms must maintain the security of the password and identification. These individuals are fully responsible for all use of the account and any actions that take place on that account.
- Any changes in the designated page administrator(s) must be promptly communicated to the Office of Marketing Communications Public Affairs.
- Departments may not register for more than one user account, or register for a user account on behalf of another individual, group or entity.
- Any social media presence that is not in compliance with the policy will not be permitted as a link from any University webpage, and will not be printed on any publication or appear in any communications, print or electronic, on behalf of the University.
- Any social media presence on behalf of the University that contains information that is outdated, erroneous or misleading, illegal, unethical or detrimental to the mission and operations of AUC, will be removed from any communications vehicles and the Office of Marketing Communication and Public Affairs will request from the appropriate dean or area head that it be closed immediately.
Posting of Content on Social Media
- Content should not be posted on officially-sanctioned University social media outlets unless it furthers the University’s educational and research mission
- In order to avoid discrepancies and minimize the need for updating, Facebook pages and social media sites should not be used to post detailed policy or procedure information, for example, program admission criteria. Rather, users should be directed to the official University website for such information.
- Content should not be posted if it is not in compliance with University policy or applicable law.
- All content uploaded on the social media pages MUST abide by the AUC branding and editorial guidelines.
- Content must not be posted if it is not clearly suitable for all ages. Content should not be posted if it could create a security risk for the University or any members of the AUC community .
- Do not post content that shows (or maybe perceived to show) someone being hurt, attacked or humiliated, that might be considered racist, bigoted or demeaning to any individual or group, that depicts activity that is (or maybe perceived to be) illegal (for example, drug use), or that could otherwise damage the University’s reputation.
- Do not include any personally identifiable information that can be used to locate someone offline. This includes anyone’s screen name, identification numbers such as ID numbers or student IDs, addresses and phone numbers, email address or credit card numbers (other than an authorized business address or business phone number).