Marketing & Communications

News + Profile Submissions/Requests

The School of Science Marketing and PR Office relies on a collective effort to strengthen the brand of the school and recruit the best and brightest students and faculty. We need the help of faculty, staff and students to make sure the great work being done throughout our buildings and labs doesn’t go unnoticed!

News that might be considered newsworthy includes but is not limited to: pending research publication, the launch or success of programs or initiatives, faculty, staff or student awards and honors, student or alumni success stories, activities that directly benefit the larger community (economic, environmental, social impact, stories unique to the learning environment established in the School of Science and IUPUI.

Request Story Develop/Submit Story Idea

Please submit story ideas to cmgwaltn@iupui.edu.
Please make every effort to submit your request or idea as early as possible—before an event or project occurs—to ensure that your idea gets the proper attention.

  • Press Releases: At least two (2) weeks advance notice, or as much notice as possible, is required to effectively plan a media relations campaign. Exceptions can be made in the event of breaking news, topics related to current events or announcements that can be quickly produced and distributed.
  • Profile and Program Story Ideas: Please allow a minimum of three weeks lead time.
  • Event Promotion: 
    • An individual or department that seeks to publicize an event should contact the School of Science Marketing & PR Office. We may be able to offer direct support and resources to help you promote your event or program. Contact Candace Gwaltney at 317-274-0685 or cmgwaltn@iupui.edu as soon as possible.
    • All School related events should, at a minimum, be posted to the Department, School and IUPUI calendars. Email your event details to: sosweb@iupui.edu.

Submit Copy for Review/Publication

All releases or information intended for off-campus or external audiences must be reviewed and should be routed through the Associate Director of Communications Candace Gwaltney at 317-274-0685 or cmgwaltn@iupui.edu.

Do you already have a piece written and would like it publicized or put on the website? Email sosweb@iupui.edu.

Selection Process

You can expect a personal email response from communications within two (2) business days of the submission. Additional meetings and communications may be required to evaluate the idea. Ideas that warrant a press release will be completed and distributed according to the nature of the event/idea as well as the strategy determined by the communications and PR office. Students will be selected according to their individual stories, experiences, and academic achievement as well as where their story fits into the mission to highlight diversity in background, gender and areas of study. Each potential profile subject will be evaluated prior to initiating a full-scale profile project.

The communications and marketing team will evaluate each individual idea using the following criteria:

  • Merit
  • News value
  • Current workload
  • Return on Investment
  • Relationship to goals/key messages
  • Specific content needs related to the website or ongoing communications strategy

All decisions related to a content submission will be discussed and explained to you by a team member. Additional meetings and communications may be required as the team gathers the information needed to evaluate the idea. Content will be posted online or promoted at a time that fits with the strategic goals of the department as well as the need to fill voids or enhance content on specific departmental websites, for specific schools or programs, etc.

Story Development + Publication Process

  • Interviews + Photos: The Marketing & PR Office will arrange the necessary interviews and photos shoots. 
  • Copy Development: Draft copy will be reviewed and approved by the profile subject and appropriate faculty or staff. All research-related stories must be reviewed and approved by the Associate Dean for Research & Graduate Education.
  • Publication + Promotion: The next course of action depends on the nature of the idea as well as the potential campus or community interest it may receive.
    • Media Releases: The School’s communications staff routinely issues targeted press releases regarding research, special accomplishments, events and activities or programs and plans. The office has access to numerous media contacts and will work with applicable individuals to coordinate publicity on all appropriate newsworthy issues.
      • If the targeted audience is an outlet other than traditional local and regional media, the faculty/staff member should be prepared to provide a list of preferred outlets as part of the discussion.
      • Completed student profiles will, at a minimum, be sent to the hometown newspaper and high school of the profile subject.
    • National distribution of news related to the School of Science at IUPUI occurs through the EurekAlert distribution system. This national journalists database specializes in science news and reaches outlets of all sizes and specializations across the country. News of national impact, especially news related to research breakthroughs or publications, typically is distributed through this process.
    • Other Tools: The School of Science Marketing and Public Relations Office utilizes a host of tools to distribute messaging and content. The primary vehicle is the school website, on which news stories with photos and links to additional content can easily be included. Additionally, the site has specific pages for alumni, student and faculty profiles based on department affiliation. Content can be duplicated on the Science homepage as well as any departmental homepage. In addition, the team regularly uses the following Media Tools

Publicize Your Event

The School of Science Marketing and Events team should be made aware of any department or program events being hosted in conjunction with campus.  Contact us at 317-274-4585 or mktscien@iupui.edu to learn more about how we can help promote your event.  Below you will find helpful tips for general event promotion.

Do you have a event you want to publicize?

Events are an opportunity to get the word out about your department and School; therefore, remember to include your department and the school as the sponsoring entities. For promotion of single events which are expected to be of interested to the campus community only, you may promote them through the following avenues.

School Outlets

  • E-catalyst newsletters
    • Frequency: Monthly
    • Audience: alumni, donors, internal
    • Deadline: First of the month for that month’s edition
    • Contact: mktscien@iupui.edu
  • Science listerv: 
  • This Week in Science E-Newsletter
    • Frequency: Weekly (when classes are in session)
    • Audience: Science undergraduates
    • Contact: Diana Sims-Harris
  • School & IUPUI Websites & Social Media: This includes school and department event calendars, the School calendar on the IUPUI event site, and School and IUPUI social media such as Facebook, Twitter and Instagram. Submit your event info to sosweb@iupui.edu
  • Event flyers can be placed on school bulletin boards (in stairwells between SL and LD)
  • Events can be promoted via departmental digital boards (PowerPoint slide). Contact mktscien@iupui.edu for more information.

IU/IUPUI Outlets

Beyond Campus

All releases or information intended for off-campus or external audiences must be reviewed and should be routed through the Associate Director of Communications Candace Gwaltney at 317-274-0685 or cmgwaltn@iupui.edu. The School of Science Office of Marketing and Communications have sole authorization to issue press releases on behalf of the School of Science and its department, programs and centers.

Media Policy

All marketing and communications activities representing or pertaining to the School of Science at IUPUI are the responsibility of the School of Science Marketing & Public Relations Office. University-level and campus-level marketing and communications activities are solely the responsibility of IU Communications and its staff; such activities include the broad marketing of the university and university communications.  

The Associate Director of Communications (Candace Gwaltney), with the support of the Executive Director of Marketing and Public Relations (Natalie Mazanowski), serves as the liaison to IU Communications. In the event of a crisis or emergency situation, the IU Office of Communications will coordinate all media interactions and public statements.

Science-Specific Requests from the Media

Members of the School of Science faculty and staff are free to respond to requests from the media regarding their research, scholarship, teaching or professional expertise.

In such cases, obtain the following information and notify the School’s communication staff as soon as possible via email  (cmgwaltn@iupui.edu AND mktscien@iupui.edu):

  • Name and contact information of the person calling
  • Media outlet
  • Subject matter and focus of story
  • Deadline to reply
  • Anticipated air or publication date, if available.

NOTE: This includes requests from IU Communications or any university-related office.

Such notification can be particularly important if follow-up inquiries are made to ensure a coordinated, consistent and strategic School response. Staff in the Marketing and Public Relations Office have expertise in dealing with the media and may have a professional relationship with the individual media representative that will be helpful to ensure the proper response and action is taken on each request.

Broad Media Requests and/or Sensitive or Controversial Issues

IU Communications, in concert with the proper School of Science personnel, will coordinate primary communications in the event of a crisis.

On issues of university-wide impact or significance or situations that are particularly sensitive or controversial, requests from the media should be referred to the School’s communication staff using contact information provided in this document.

Additionally, School of Science communications staff should be notified in the event of any possible negative occurrences that may rise to the level of a news story involving the School, a faculty or staff member or a student.

Likewise, advance notice of a topic that may provoke media interest is extremely helpful. If you become aware of such subject matter, please pass it along to the communications staff so that the ground work for a response can be laid. Proactive planning will help identify opportunities to involve Science experts in local news coverage.

Lastly, if you see news vans, reporters or photographers on campus, please notify communications immediately.

Crisis Communications

Crisis communications have a lasting impact on institutional reputation and public support. Conveying a message of responsiveness and transparency are vitally important to the immediate and long-term perception of how the School of Science responded in the event of a crisis.

No faculty or staff members are permitted to speak to the media in a crisis situation and all inquiries or information should be forwarded to the School of Science communications staff referenced in this document.

  • TIP: Instead of saying “no comment,” which can be perceived negatively, say that you are not comfortable commenting on the situation and direct them to the communications staff.
  • If members of the media are seen on campus or in a Science facility during a crisis situation, the faculty or staff member should notify the School’s communications and marketing personnel immediately.

Submission/Notification

  • Story Ideas
    We need the help of faculty, staff and students to make sure the great work being done throughout our buildings and labs doesn’t go unnoticed!  Any ideas for articles or pieces that would positively portray the School and meet its communication goals or key messaging guidelines should be directed to appropriate communications personnel. Submit story ideas to mktscien@iupui.edu.

  • Events: All School related events should, at a minimum, be posted to the Department, School and IUPUI calendars. Submit your event.

Distribution/Publication

All releases or information intended for off-campus or external audiences must be reviewed and should be routed through the Associate Director of Communications Candace Gwaltney at 274-4585 or cmgwaltn@iupui.edu. The School of Science Office of Marketing and Communications have sole authorization to issue press releases on behalf of the School of Science and its departments, programs and centers.

Do you already have a piece written and would like it publicized or put on the website? Send to sosweb@iupui.edu

Social Media

The School of Science at IUPUI recognizes that emerging online collaboration platforms are fundamentally changing the way individuals and organizations communicate and has developed a policy that is designed to offer practical guidance for responsible, constructive communications via social media channels for employees.

The same principles and guidelines that apply to the activities of employees in general, as found in IU’s Staff Handbook  and IU’s Academic Handbook  apply to employee activities in social media channels and any other form of online publishing.

The School of Science trusts and expects employees to exercise personal responsibility whenever they use social media, which includes not violating the trust of those with whom they are engaging. Employees should never use social media for covert advocacy, marketing or public relations. If and when employees use social media to communicate on behalf of the School of Science, they should clearly identify themselves as employees.

Download: School of Science Social Media Policy | IU Social Media Guidelines

  • Posting on Behalf of the School: Only those users who have been given expressed consent to post on behalf of the School of Science, its departments, programs, clubs and other affiliated organizations are allowed to represent the school on social media platforms.
  • Personal Social Media Accounts: The university and the School of Science cannot limit what you post on your personal social media platforms, those where you are identified as an individual and not as a representative of the university. However, if you regular interact with employees, subordinates, colleagues and peers (those who likely identify you as connected to the university or the School) you should use good judgment when expressing an opinion or sharing facts that may reflect negatively on the university or School.

School Accounts

The School of Science Marketing + Public Relations Office must approve the creation of any school account, including departments and School-sponsored clubs and organizations.  These accounts, related contacts and all information posted are the sole property of the School of Science.

Marketing staff should be included as full administrators for these sites to ensure continuity in case of staff transitions and adherence to school and university policies.

  • Facebook: Follow these instructions for adding marketing staff as administrators to Facebook
  • For other social accounts: Send the user name and password for other social media accounts including Twitter and Instagram to cmgwaltn@iupui.edu

Report existing social media accounts to mktscien@iupui.edu

Photos, Graphics and Trademarks Used for Social Media

Science and IUPUI Social Media Accounts

Tips

Tips for Interacting with the Media

Tips for communicating with the media when the issue is non-controversial and limited to the faculty/staff member’s area of expertise.

General

  • If you would like media coaching or assistance, contact Candace Gwaltney at 317-274-0685 or cmgwaltn@iupui.edu.
  • If you are not comfortable with the subject matter, either refer the reporter to another School of Science faculty or staff or contact Candace Gwaltney.
  • The best approach with the media is to be prompt, helpful and honest. At most, a phone call or email request from a media organization should be returned within a half day if possible.
  • You should not represent yourself as spokesperson for the School or University unless authorized to do so.
  • Ensure that you, the School and the University are referenced in any published stories as follows:
    • The School and University should be referred to as:
      • School of Science at Indiana University-Purdue University Indianapolis (IUPUI)
      • Department of Chemistry at Indiana University-Purdue University Indianapolis (IUPUI)
    • Faculty and staff should be identified by title, subject matter, program, department and/or school. Examples:
      • John Doe, associate professor of biology in the School of Science at Indiana University-Purdue University Indianapolis (IUPUI)
      • Mary Doe, professor of biology and director for the Center on Science Research in the School of Science at Indiana University-Purdue University Indianapolis (IUPUI)

About Reporters

Reporters are professionals attempting to communication information in the most interesting and accurate way. Most are generalists who cover anything that is considered worthy of air time or newspaper space. Beat reporters, however, are assigned routinely on a specific subject. After many years covering their beats, some develop a working knowledge in areas such as medicine, science, environmental issues, and business.

  • Deadlines: Reporters represent the public's right to know and they attempt to be as objective as they can. However, the constant pressure to meet deadlines makes their job extremely difficult. Deadlines force reporters to prepare a story, whether or not they can present both sides.
  • Radio: Radio reporters work under tight deadlines. Because they are limited to approximately 30-60 seconds to present their stories on-air, they look to experts for lively voice clips of about 15 seconds which describe the "bottom line" of what the issue is and why it is relevant.
    During a radio interview, try to sum up your point into succinct sentences. Relax and talk as you would in normal conversation.
  • Television: Images are the essential ingredient for a TV story, therefore, anticipate questions about the visual aspects of your research—keeping in mind its future applications. TV reporters have limited time in which to present their stories so they simplify information to keep stories to an average length of 90 seconds.
  • Print: Print reporters work for daily and weekly newspapers, magazines, and wire services. Often, they want a lot of detail because they do not have the benefit of using visual and audio imagery. They rely on vivid description to communicate their stories.

Before the Interview

  • Know who the reporter is, what media outlet s/he works for, and what specific subject will be discussed.
  • Do not feel compelled to conduct a phone or in-person interview on the spot. If you would like to think before answering, ask the reporter to email specific questions. In most instances, this will be acceptable to the reporter if you are providing information in a timely manner.
  • Make notes about the points you want to cover. This will help you avoid rambling or wandering off-subject.  Develop the key points that you want to be sure to communicate. Consider the worst or most difficult questions you may be asked.
  • Look professional in case photos or video are taken.Stay away from fussy necklines and prints, and stay away from ill-fitting or provocative clothing. Avoid anything that would take attention away from what you have to say.

During the Interview

  • Make sure you understand each question. Don’t answer what you don’t feel comfortable answering.
  • Make sure the reporter understands your answers. In many cases, you are the expert educating the reporter, and in turn, the media outlet’s audience.
  • Do not offer speculation. Do not be condescending or underestimate the reporter’s intelligence. Offer your contact information should follow-up questions be required.
  • Avoid saying, "No comment." In nearly all circumstances, it is better to manage a situation by facing it head on and providing the information that you are at liberty to give. "No comment" sounds as if you have something to hide. If you can't really say anything, explain that it would be inappropriate for you to comment, because you don't have all of the facts, and that you are working on pulling that information together.
  • There is no such thing as “off the record.” Expect that anything you say to a reporter will be printed.
  • Issues that should not be discussed include:
    • Legal issues (unless protected under Title IV)
    • Confidential information such as:
      • Information about specific students protected by FERPA regulations
      • Personnel issues (unless protected under Title IV)
      • Questions involving integrity, ethics, or that may result in harm to others (unless protected under Title IV)
    • Any issues involving a campus crisis or emergency
  • Remember you are representing the School of Science and IUPUI.

After the Interview

  • Let the reporter know you will be available to confirm or verify facts or details.
  • Contact them with late-breaking information, if appropriate.
  • Don’t expect to see the story before it is released. Most reporters do not let sources review stories.
  • Report back to the science communications staff.

Nomenclature

Formal Communications (Press Releases, Letters, Official Documents)

The Department, School and University should be referred to as:

  • School of Science at Indiana University-Purdue University Indianapolis (IUPUI)
  • Department of Chemistry at Indiana University-Purdue University Indianapolis (IUPUI)

Faculty and staff should be identified by title, subject matter, program, department and/or school. Examples:

  • John Doe, associate professor of biology in the School of Science at Indiana University-Purdue University Indianapolis (IUPUI)
  • Mary Doe, professor of biology and director for the Center on Science Research in the School of Science at Indiana University-Purdue University Indianapolis (IUPUI)

Informal Communications (Marketing + Recruitment Materials, Website, etc.)

The School and Department can use the Science@IUPUI campaign language:

  • Science@IUPUI
  • Science at IUPUI
  • Department@IUPUI
  • Department at IUPUI

Promotional Items, Collateral, & Exhibit Hardware

COMPLETE PROMO, COLLATERAL & EXHIBIT
ITEM REQUEST FORM

Promotional Items & Marketing Collateral

The School provides promotional items based on the type of event or activity for which the items are being requested.

  • Typical items for K-8 outreach include pencils, stickers, outreach flyers. 
  • Typical items for high school outreach include pens, bags and informational packets. 

Request must be received a minimum of 2 weeks prior to event date. Submit request form.

Exhibit Hardware

Items available include table clothes, easels, literature holders, and a few banners and posters.

Request must be received a minimum of 2 weeks prior to event date. Submit request form.

Policies

Working with Children Policy
To receive promotional and collateral materials or exhibit hardware, you must complete the required steps for the Working with Children Policy. Order fulfillment will not begin until confirmation of compliance has been received.

Contact Cards
Contact cards must be distributed and returned within 2 business days of event.

Evaluation
An evaluation survey must be completed within 5 business days to help us evaluate the impact of your efforts as well as the quality of our support.


Ordering promotional items for your department or club?

Contact Betsy for vendor information: 317-274-4585 | emcooney@iupui.edu

IU Brand

School and Department
Logos, Letterhead &
Other Templates

In 2013, Indiana University launched a system-wide brand and related materials. For information, resources, templates, please visit the branding website.

Brand Colors: The School of Science currently uses IU Crimson and IU Old Gold as the primary brand colors. Accent colors include: IU Midnight, IU Steel and IU Limestone.

Tagline: The current tagline is Fulfilling the Promise.

For guidance on using the IU brand for School and department materials, contact Candace at cmgwaltn@iupui.edu

Logos & Letterhead

Logo Policies

All units of the School of Science will follow both School and University standards and will not develop or use identifiers (logos) that are not in compliance or that create a representation that appears to create a status independent of the School of Science, IUPUI or Indiana University.

For assistance in obtaining your unit signature or advice on its use, please contact mktscien@iupui.edu.

An official signature file is required for the production of letterhead or business cards.

Letterhead

Miles Printing is the official print vendor for the IUPUI campus. If you want to order business cards, letterhead or envelopes, you can access Miles' online ordering by going to the IUPUI Mail Services website.

File Downloads

Login required to download files. If the file you need is not available below, request via email to: mktscien@iupui.edu.

IUPUI

Web logo lockup | Print logo lockup | Professional print logo lockup

School of Science
Letterhead | Powerpoint Template | Web logo lockup | Print logo lockup | Professional print logo lockup

Department of Biology
Letterhead | Web logo lockup | Print logo lockup | Professional print logo lockup

Department of Chemistry & Chemical Biology
Letterhead | Web logo lockup | Print logo lockup | Professional print logo lockup

Department of Computer & Information Science
Letterhead | Web logo lockup | Print logo lockup | Professional print logo lockup

Department of Earth Sciences
Letterhead | Web logo lockup | Print logo lockup | Professional print logo lockup

Department of Mathematical Sciences
Letterhead | Web logo lockup | Print logo lockup | Professional print logo lockup 

Department of Physics
Letterhead | Web logo lockup | Print logo lockup | Professional print logo lockup

Department of Psychology
Letterhead | Web logo lockup | Print logo lockup | Professional print logo lockup

Forensic & Investigative Science
Letterhead | Web logo lockup | Print logo lockup | Professional print logo lockup

Neuroscience
Letterhead | Web logo lockup | Print logo lockup | Professional print logo lockup

Photography

As a public university, Indiana University-Purdue University Indianapolis (IUPUI) uses images of public campus life, events, ceremonies and other activities to advance the mission of the university. The images captured or produced by IUPUI remain the sole property of IUPUI. Those images produced by the School of Science Marketing & PR Office or other School/Department staff remain the sole possession of the School of Science. All negatives and positives, photographic prints and digital photo files shall constitute School of Science at IUPUI property, solely and completely. Photos deemed the property of the School of Science at IUPUI, or those available through the IUPUI gallery or through voluntary submission, will be used for a variety of purposes.

Photo, Video + Media Release

The School of Science at IUPUI adheres to the policies and usage restrictions as outlined in the IU Communications Photo, Video and Audio Consent Release Form

  • It is recommended that any unit taking photography for a school-related function secure release from all individuals who will be photographed.
  • Registration for events hosted by the School of Science at IUPUI should include a photo release allowing the usage of the attendee’s likeness in any photos, videos, social media content that may derive from that event.
  • If photos might include subjects who are minors under the age of 18, release forms must be signed by the parents or legal guardians and secured before any photography can take place.

Scheduling a Photographer

Currently, the School of Science contracts with a freelance photographer for all photographs of a professional nature. Because this photographer is not in-house, a quick turnaround for photo requests can be challenging. In some instances, communications staff can take photos at the request of faculty or staff, depending on the intended purpose of the photos. However, these photos are not considered professional quality.

Use of outside photography vendors must be approved and/or scheduled by the Dean's office. Email mktscien@iupui.edu to request a photographer. Considerations before fulfilling these types of requests will include

  • Budget restrictions
  • Time/staff restrictions
  • Potential for broader use of photos

IU Exclusive rights clause - Photographer should add the following verbiage to the photo project invoice:

PHOTOGRAPHER RETAINS OWNERSHIP OF WORK—
IU HAS EXCLUSIVE RIGHTS FOR USE.
The Photographer hereby grants to University an unlimited license to use photographs, slides, copies or code of the work (“Project Materials”) as set out in this Agreement. Further, the Photographer grants to University a perpetual, exclusive license to reproduce, display, and distribute the photographs in any manner for any purpose deemed to be appropriate by the University. The Photographer may not grant other entities the use of the Project Materials without the University’s prior written consent.

Photo Galleries + Submission

Access the School photo gallerie:

Access the IU photo gallery: IU maintains photo gallery with a wide variety of photos from all IU campuses. 

Submit your photos: If you have taken photos of school-related event or activity that you would like to share with the School of Science Marketing & PR Office, please contact mktscien@iupui.edu to arrange for delivery. The following photo information is helpful to have:

  • Names of students/staff/faculty - descriptions of prominent features/clothing if multiple people
  • Event (if applicable) with year
  • Major/Department (if applicable)
  • General description of activity in image(s)

Qualtrics account

Qualtrics, survey tool of record

  • Qualtrics is a cloud-based survey tool that helps faculty, students, and staff build and distribute surveys, view reports, create performance reviews and tabulate and analyze responses. 

  • The School encourages staff and faculty to use this tool for all their survey’s, but especially those that:

    • Contain sensitive data (e.g. performance appraisals)
    • Contain information that should be shared with other people or units (e.g. alumni contact form)
    • Contain information that drives unit decision making and/or is gathered consistently for year over year comparison  (e.g. admitted student survey)
  • Qualtrics allows for surveys to remain private (only the creator can access) or for surveys to be shared in collaboration with others as appropriate.

How to create a Qualtrics account

  • If you're part of the School of Psychology, please contact Psychology to get your Psychology upgrade code
  • If you're any other School of Science department, please use the School of Science upgrade code: scienceiupui1270
    • In the future, you can request the upgrade code for you or your students by sending us an email: sosweb@iupui.edu
      • Please include your name, title and department.
      • If you are requesting the code for student/classroom use, please include the roster of students who will be using the account. 
  • When you’ve been given your upgrade code for Qualtrics
    • You can now create your own account
    • Follow the directions for Upgrade code method
    • IMPORTANT
      • Username: Make sure your username is your network id + @iu.edu (ex: erkawils@iu.edu). Even if your normal email is @iupui.edu, you must not use that for your Qualtrics username. We use @iu.edu as the generic IU moniker to assign users to the CAS authentication.
      • Password: Qualtrics uses your CAS authentication, so you can just make up a small password. However, upon logging into Qualtrics, you will always use your regular CAS password.
  • User type: Standard Qualtrics - no limits
  • Note: Sometimes after entering the code and clicking the submit button, the screen will freeze, you just need to logout and log back in for your login to take effect.
 

Qualtrics FAQ

  • When are accounts terminated?

    • Access will be terminated once the employee or student leaves the university or upon request for our Qualtrics divisions to delete the account.

  • I’m having trouble creating my account

    • If you have already created their account, but don’t have rights, and the School of Science Qualtrics admins can’t see you, you likely already started the registration process and have already done the first 3 steps. 

    • Try starting from step 4 on the Upgrade code method and enter the code.

    • Sometimes after entering the code and clicking the submit button, the screen will freeze, you just need to logout and log back in for your login to take effect.

Important Qualtrics links

User support

Poster Printing

NOTE:  72 hours lead time required for all poster requests

Templates:

Images and Logo

The School of Science maintains these Web resources to facilitate the use of the HP DesignJet 1055CM Color Plotter for poster sessions.  The Plotter was purchased by and for the use of faculty, students, and staff of the IUPUI School of Science.  If you are not affiliated with the IUPUI School of Science, please view the list of other printing resources below.  Remember, this service is provided as a courtesy, please be respectful of other's time in your requests.

NOTICE TO MAC USERS:  Please send the files in PDF form rather than PowerPoint. This should eliminate the most common printing problems (graphs and images). Here is information from a commercial printer that should help you in creating a pdf version of your poster:
http://phdposters.com/convert_to_pdf.php#mac 

Formats - PowerPoint is our preferred file type, and it's very easy to use for posters. Set the page size before adding any data, images, or text. We can also accept Adobe *.PDF files, but make sure the document size is set correctly and the images are of sufficient resolution. See the following for instruction on making PDF's from Apple/Mac products: http://phdposters.com/convert_to_pdf.php#mac

If you have a need for a presentation from a program other than PowerPoint or PDF, please contact SOShelp@iupui.edu and we can discuss your options.

Sizing - Check the requirements of your conference before starting your poster! Our paper is 36 inches wide, so one poster edge must be 36" or less. Having one of your two dimensions 36" is advantageous; it keeps you from having to manually trim your poster.

Adding Text -  Pasting Word text directly into the PowerPoint file is not recommended. Instead, insert a text box, then paste your text info this text box. This will alleviate potential scaling and font issues. If you wish to have shaded backgrounds behind individual text blocks, make these as separate boxes from the draw menu and place them behind the text boxes.

Fonts - Avoid the use of special fonts, if possible, as they may not transfer to our machines.  A minimum font of 24 point is recommended for general text.  If you have to go much smaller that that in order to fit it on the poster, perhaps you're using too much text!  18 point is fine for references and acknowledgements.  

Previewing your work - Use the scale to fit option from the printer menu to test print on your printer prior to a full-scale print.  We do not print draft copies.  Please e-mail  any questions you might have as early in the process as possible.  SOShelp@iupui.edu Feel free to send iterations for comment or suggestions.  It's best to discover problems early in the process.

Getting it to us - The preferred means of distributing the poster is as an e-mail attachment to SOSprint@iupui.edu<mailto:SOSprint@iupui.edu>. If it is too large (over 10MB) you should use the SlashTmp service and send an e-mail identifying the file. As a last resort, you may bring it to room LD 016 on a USB memory device.

We prefer 72 hours notice prior to the need for any final product to accommodate multiple posters before large conferences, vacations, problems with the plotter, etc

Other Printing Resources

UROP & CRL - Students who are not affiliated with the School of Science at IUPUI but who are in the Undergraduate Research Opportunities Program (UROP) or one of its auxiliary programs should utilize the plotting resources of the Center for Research and Learning (CRL).

Engineering - The School of Engineering and Technology has a 24 inch plotter available for Engineering and Technology Students. There is a charge per poster that must be paid out of a University Account Number. If your advisor is willing to pay for your poster out of a University Account, email Mike Flaherty or call 274-7393. Please provide 72 hours (three business days) for printing from this resource.

The Image Factory - A local company with high services, including delivery. 6309 Woburn Drive, Indianapolis, IN 46250 317-577-3716

Repro Graphics - A local company with reasonable costs (24" X 36" poster, laminated, under $50) located near campus at 437 North Illinois St.

Kinkos - National Chain store with plotters available in most branches. The closest branch is at 120 Monument Circle, Suite # 107. Plotter and Poster cost is approximately $10 per square foot.

Contact with Federal and State Government Officials

Notice From: Michael Sample, IU Vice President for Government Relations

"One of the most important reasons for this coordination is to ensure that Indiana University is compliant with all federal and state laws and to do so, my office is asking for your help to ensure compliance with two new Indiana University policies: Contact with Federal and State Government Officials and Political Activities. These policies are formalizing existing university procedure and recognizing the importance of University compliance with federal and state lobbying laws, as well as the IRS rules for tax-exempt entities.

... any time they plan to contact a federal or state official or candidate for public office on behalf of the university, IU faculty and staff are required to coordinate such contacts through the Office of the Vice President for Government Relations. If your faculty or staff plans to contact or any officials or candidates, please ask them to contact Doug Wasitis at dwasitis@iu.edu or 202-434-8012 (federal officials and candidates) or Becca Polcz at rpolcz@iu.edu or 317-231-2111 (state officials and candidates).

It is important to note that these policies are in no way intended to preclude, limit or discourage political activity or advocacy that your faculty, staff, and students might wish to undertake as individuals. IU community members have every right to participate in the political process as a citizen and Indiana University fully supports that right. These policies are only meant to ensure that private political activity undertaken by members of the Indiana University community does not make use of public university resources in support of that activity and that the University is compliant with all federal and state laws requiring us to report contacts and expenditures for government officials.

Marketing & Public Relations Staff

Candace Gwaltney

Associate Director of Communications | Interim Executive Director of Marketing & Public Relations