Project Process Agreement

In order to obtain maximum efficiency for project requests, the Division of Academic and Student Affairs Office of Marketing and Communications asks that you review the following information before the project request is submitted. Our office adheres to this process as a project workflow guideline for all departments, units, and student groups.

Each online project request will be reviewed, added to the project queue and a delivery date will be established based on project requirements and due date. The marketing staff will communicate with you to schedule a project kick-off meeting and/or discuss delivery timeline adjustments.

  • Most projects require between 14-30 day notice prior to final delivery
  • Larger projects may require 3-6 months notice
  • All projects subject to schedule change based on current workloads

Please review the table below for submission timelines:

Service Lead time needed
Branded items 30 days before items are needed in-hand (depends on the item being ordered)
Bulk email services 3 days before email is to be sent
Graphic Design Brochures – 30 days
Magazines (pre-approved and case-by-case basis)
Postcards – 14 days
Newsletter – 30 days
Org charts 5 days
Photography Event photography – 5 days before event
Head shots, group photos – 2 weeks
Social media account creation and management 5 days
Video filming and/or editing Scripted – 45 day lead time
Filming an event – 10 days
Writing services Depends on project, must know about it two weeks before due date, 30 day total project time.
Other Case-by-case basis

Marketing and communications staff will work with you to complete projects as they are needed, but note that projects submitted inside the submission timelines are not guaranteed to be completed on the specified due date. Projects may be completed before or after specified due date based on current workload.

A Project brief will be written by the marketing and communications department for projects that have multiple components and also require multiple staff and departments to produce. The Marketing department will determine if a project requires a brief.

NC State branding guidelines and 10 Step Project Process will be used as the guideline for all projects. Marketing and communications is the final approval for all content.

10 Step Project Process

Project Planning

Step 1: Submit Project Request Form. Do not submit a project request until content is ready for production.

Step 2: Upon receipt of project request, Marketing will:

  • Communicate within 3 business days with project contact person to schedule a time to discuss the project
  • Create a project in Basecamp, deliverables list and timeline within 7 business days, based on the complexity of project – only if necessary.
  • Add project contact to Basecamp project with timelines and to-do lists for review.

Editorial and Creative Production Begins

Step 3: Obtain all content from project contact person

Step 4: Begin production and creation of content

Step 5: Design/Creation – 1st Draft

Step 6: Department Review of 1st Draft – (5 business day review period)

Step 7: Design/Creation – 2nd Draft (if needed)

Step 8: Final Department Review of 2nd draft – (5 business day review period) Only errors will be fixed.

Final Delivery and Quality Control

Step 9: Project is created and completed based on Stage 8 review

Step 10: A Final Review for quality control may be used in order to ensure accuracy and brand compliancy