Research Communications

The Research Communications team is responsible for the overall communications strategy for OVPR and for ensuring content distributed by the office aligns with messaging and branding standards. Team members are gatekeepers by design and direction, and the reputation of the OVPR is one of the team’s primary responsibilities.

The following items must be reviewed or approved by the Research Communications team:

• Responses to the news media – ALL external media requests must be vetted by Research Communications before agreeing to provide information or a statement or participate in an interview
• Content for audiences external to UT Austin
• Newsletters
• All email communications distributed to UT Austin researchers via Emma and any email communications to UT Austin staff, students and/or faculty announcing new programs or changes to policy/guidance
• New web pages or microsites (Communications team approval is not needed for updating existing webpages, such as dates, timelines, contact information, etc.
• Use of the TEXAS Research logo
• Requests for new logos

The team is available on a limited basis to help with design, video or promotional projects for OVPR departments, centers, institutes, programs and offices.

To receive communications support or approval for a specific project, please submit a support request form, which will help identify the type of services needed (writing, copyediting, photography etc.), deadlines, points of contact and other information.

Once a request is submitted, a member of the communications team will be in contact ASAP to gather additional information. If it’s not possible to accommodate the request, the team will try to offer alternative solutions or resources.

Writing

The Research Communications team can create content for news releases, feature stories, newsletters and events. Requests for writing support should be made at least two weeks in advance of the desired publish date. When submitting a request, be prepared to include the following:

• What is the intended purpose of the content?
• Who are the target audiences?
• Are there specific goals? (for example, raising awareness/recruitment/funding/media interest/and/or documenting the event)
• If applicable, where will the content live? Is it evergreen or time-specific? Can the content be repurposed for multiple media platforms?

Copyediting

Research Communications provides copyediting for written content such as newsletters, websites and e-communications/emails. Requests for copyediting should be made at least one week in advance of the desired distribution date.* Content longer than 1000 words will require more advance notice. Finalized, formatted content complete with relevant hyperlinks and the email subject should be submitted. The communications team will provide a maximum of two rounds of editing/feedback.

* A note about the copyediting deadline: If extenuating circumstances prevent the submission of content within the requested timeframes, Research Communications will always make every effort to provide support in these cases. However, if this results in not meeting a deadline, content owners may decide to move forward with distribution without Research Communications' approval.

Website content management

Research Communications provides support in the creation of new web pages or microsites. Requests for web content should be submitted at least two months in advance of the date the site needs to go live. Please provide a brief justification for the webpage or microsite.

Requests to make minor updates to existing web pages are handled by Research IT and can be submitted through Research IT Help.

Principal Investigator (PI) informational email distribution

Research Communications has authority to send emails for event announcements, policy updates, etc. to all PIs at UT Austin. This list is maintained by UT Austin and updated automatically on a daily basis. To ensure PIs aren’t being inundated with emails, please send distribution requests at least one week in advance of desired distribution date so that the emails can be scheduled. Research Communications will copy edit all emails prior to distribution.

Photography

Research Communications manages a photo library that can be utilized by all OVPR offices. The OVPR Image + Video Bank is a UT Box folder created to become a comprehensive library of images, graphics and videos relevant to the OVPR and Texas Research, including relevant logos and faculty and staff profile pictures. All OVPR staff members can request permission to view and download content. All content in the Image + Video Bank is approved for use in OVPR-related communications.

Research Communications also has access to Image Relay, a digital asset system managed by University Marketing & Communications. The platform has thousands of high-quality, searchable, UT photos that are available for download to use on websites and other communications needs. Use the support request form to ask for assistance in identifying relevant photos.

The team also supports the creation of photography for events and communications. Use the support request form to submit a request. If possible, the team will provide this service at no cost or connect with a professional on the University’s approved vendors list with applicable rates.

Faculty or staff members whose photos will be published on social media, websites or newsletters must have a photo release form on file with the OVPR Events team.

Logo guidance

Official OVPR logos are located in this Box folder. Please complete a support request form to request new logos, edits to existing logos, or access to logos not in this folder. Research Communications will coordinate with University Marketing & Communications. To request the use of the TEXAS Research logo on marketing items like T-shirts, mugs or pens, please fill out Research Communications’ support request form.

Graphic design and videography

On an as-needed basis, Research Communications can provide bespoke graphics and videography. Please use the support request form to request a meeting to discuss specific needs, and the team will work to find a solution.