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Public Relations Staff
Janett Blythe Director of Public [email protected] • 270-534-3079
Expertise: Manages staff, operations and budget of the marketing/public relations office. Provide assistance with marketing planning, advertising, publication design, special event planning, development digital marketing, purchasing promotional Items, and strategic planning.
Kentucky Community & Technical College System
OFFICE OF MARKETING
AND PUBLIC RELATIONS
Information You Need to Know About the West Kentucky Community
& Technical College
2017
10
Tom ButlerPublic Relations [email protected]
Expertise: Manages staff, operations and budget of the television department. Works with the leadership of the city of Paducah to provide them with television services through our department. Produces TV shows and videos for the college as well as for the city and for the public access channel.
Mary Beth HeadGraphic Designer/Public Relations [email protected]
Expertise: Graphic design of all college publications produced in PR office; Web content manager; assists in public relations activities.
Dan SheppardTelevision Director/[email protected]
Expertise: Produce video programs, commercials, and public service announcements for WKCTC and the City of Paducah. Design themes, sets, graphics, and read voice-overs. Post media to TV Department web page, Twitter, Facebook, and Google+
Brandon StoryTelevision Director/[email protected]
Expertise: Film and edit a variety of different projects as they arise. Schedule some shows to come in to the studio and prep it with our hosts, then record it and edit it for Channel 2 and YouTube.
Tammy ThompsonPublic Relations [email protected]
Expertise: Internal Communications and media relations, which includes taking care of the marquee, e-mail digest, AXIS-TV; graduation/honors; publications design; publicity; multi-media services; and news releases
Blair TravisPublic Relations [email protected] 270-534-3083
Expertise: Special events planning, social media coordinator, and photography. Social Media Manager; Media Tracking; Office and budget management; publications design; news releases
WKCTC is an equal educational and employment opportunity institution.
WKCTC is an equal educational and employment opportunity institution. 9
Social Media
How we communicate to our students and in the community is changing. Social media is growing phenomenon embraced by all generations. There are great benefits as well as some risks and liabilities. Inappropriate or unauthorized post can diminish WKCTC’s name, cost the college it’s reputation in the general public and could hurt our employees and students.
The Office of Marketing and Public Relations is the administrator and maintains the College’s official Facebook, Twitter, YouTube, Merit Pages and Instagram. Those who wish to contribute information or make suggestion for the pages should e-mail [email protected]
• WKCTC’s Facebook - www.facebook.com/West.Kentucky • WKCTC’s Instagram - http://instagram.com/wkctc • WKCTC’s YouTube - youtube.com/user/westkentuckyctc123 • WKCTC’s Twitter - https://twitter.com/WKCTC/
18
PublicityYou play a very important role in the marketing the college. A good news release attracts the attention of the media as something they feel their audience would be interested in. It also generates publicity for the College. Sometimes your idea or our idea of an interesting story draws no interest from the media. We still continue to promote newsworthy events that are timely and have local implications.
In writing a news releases, WKCTC’s PR staff will need you to provide the answers to some basic questions such as Who is it about? What happened? When did it take place? Where did it take place? Why did it happen?
All media contacts for official college information or expertise should be directed to the Marketing Office.
Media requests for public records under the Kentucky Open Records Act should also be directed to the Marketing Office who will then forward those requests to the appropriate KCTCS officials.
Departments seeking press coverage for events and activities should contact the Office of Marketing and Public Relations. Officials will analyze each request and determine the strategy the office feels will be most effective in achieving the desired goal. Request for news releases must be submitted to the Office through the Marketing Request Form at least three weeks before the date on which initial media contact or release might be made.
Office of Marketing and Public Relations make every effort to be available at all times to consult with administrators, faculty and staff about the most effective way to work with the press. Contact Tammy Thompson or Janett Blythe.
Marketing MissionWKCTC’s Office of Marketing and Public Relations works to create and maintain the College’s visual identity; support and advance the college’s strategic marketing plan; and encourage the college community to communicate effectively with their target audiences.
The Office conducts a variety of public relations activities, communications and community relations initiatives designed to:
• Strengthen the WKCTC/KCTCS brand • Advance the College’s mission • Coordinate communications to provide the most effective and consistent messaging regarding the College’s efforts.
The Office of Marketing and Public Relations is responsible for the overall brand management and marketing of West Kentucky Community and Technical College. This includes the development and execution of WKCTC’s integrated marketing communications strategy delivered through advertising, social media, public relations, executive communications, and internal communications.
The fundamental mission of the office is to correctly position the WKCTC brand to internal and external audiences and interests to advance the vision that the College “will be an innovative learning institution committed to empowering individuals to achieve excellence in an environment of respect and will be recognized as a preeminent community college nationwide.”
WKCTC’s Office of Marketing and Public Relations works in concert with other college departments and the Kentucky Community & Technical College System (KCTCS) to create brand awareness, increase quality and quantity of student applicants, assist with student engagement and retention, and continually improve WKCTC’s reputation to help graduates when they seek employment and roles in community service.
2 7
Events PlanningThe public relations office provides a number of services that assist faculty and staff in planning events effectively and efficiently. Whether you have a new event in mind or an annual existing event, the public relations office will provide support in making sure all event planning bases are secured along with assuring your event meets specific standards as part of our brand.
What is an event?
An event is a public assembly for the purpose of celebration, education, marketing or reunion. Events can be classified on the basis of their size, type and context.
What is an Event Request Form?
All events that are planned by faculty, staff, and students for the college reflect the college’s overall brand. It is important in planning an event to make your event professional, organized, publicized and decorated appropriately. The goal of the Event Request form is to create a more unified look for our college events and that they coincide with the college branding. The Event Request Form is at the following link:
https://secure.westkentucky.kctcs.edu/events/EventRequest.aspx
Do I have to fill out the Event Request Form?
Events that require filling out an Event Request:
1. All events on campus sponsored by student clubs, departments and campus organizations. 2. All events that involve working with non-WKCTC organizations as co-sponsors or guests on or off campus. 3. All events that involve the serving of food and beverages on or off campus.
Media DivisionThe television department, located in the Clemens Fine Arts Building, was recently added to the marketing and public relations office, but it has been a vital part of the college for years.
The objectives of television department include:
• Create promotional and academic video products for WKCTC• Contract with the City of Paducah to provide Television services for the Governmental access channel• Contract with Comcast Cable to provide public access and programming on the Comcast Cable system.• Act as an A/V department for WKCTC
When deciding whether to undertake a video project, it’s important to know: • The target audience you hope to reach • What message you want to get across • What you want the audience to do • When you need the project completedYou can see video and programs produced by the television department at:http://www.westkentucky.kctcs.edu/Student_Life/Paducah2TV.aspx
as well as on the colleges YouTube page:https://www.youtube.com/user/westkentuckyctc123
36
Event Planning Checklist Event planning consists of a five-step process for ensuring a successful event. The information acquired is necessary to confirm appropriate offices/departments are informed and aware of all upcoming events.
1. Create an Event Outline a. Title b. Date and Time c. Location d. Speaker/Program e. Audience f. Purpose g. Budget
2. Complete the Event Request form located at https://secure.westkentucky.kctcs.edu/events/EventRequest.aspx a. The event request form has been developed to assure that certain event standards set by the WKCTC President are obtained. b. When planning an event, please fill out the event request form for approval of your event. Allow up to 48 hours for your event request to be processed.
3. After the event request form has been processed Blair Travis will contact you to review the following: a. Standards and Tier Selection b. Logistics and Setup c. Decorations d. Food and Beverage needs e. Volunteers
4. Confirm Room Availability - https://astra.kctcs.edu/West/Portal/GuestPortal.aspx Please note that submitting a room request does not ensure the space. Youdonothavethespaceuntilyouhavereceivedconfirmation. a. Anderson Technical Building, Allied Health Building, Carson Hall, Haws Gym, Student Center, MLRC, Waller, Rosenthal, Crounse – Johanna Zeiler, ext. 43162 b. Emerging Technology Center – Tina Carver, ext. 43821 c. Skilled Craft Training Center – Rhonda Shiflet, ext. 62406 d. Student Center Stage – Brian Heller, ext. 43213 e. Clemens Fine Arts Center Theatre – Brian Heller, ext. 43213 f. Paducah School of Art & Design – Peggy Allgood, ext. 43901
Internal Communication
WKCTC’s Marketing and Public Relations Oiffce provides information that is of importance to the College community by utilizing several channels to communicate campus news, events, and achievements. These internal communications are the best way for the WKCTC community to stay up-to-date on the latest happenings at the College. The office also assists in many of WKCTC’s internal campaigns, such as Commencement, Black History Month, Hispanic Heritage Month, West Kentucky Stars home basketball games, Happening Hour events and more.
Internal communications channels include the e-mail digest, Paducah2 television network, electronic marquee, and television screens throughout the College’s buildings. For more information on internal communications, contact Tammy Thompson.
WKCTC Web Site
West Kentucky Community and Technical College’s Web site is located at westkentucky.kctcs.edu.
Experts say more than 65 percent of college-bound students reported that using the Web is more valuable than print resources to determine where they would like to go for postsecondary education. The goal of the college web site is provide current and prospective students with information about their college experience that is clear, consistent and appropriate. The structure of the WKCTC’s Web site places the needs of prospective students as its primary target audience.
Graphic designer and PR coordinator Mary Beth Head oversees the upkeep of our web site along with various content managers. If you have questions about the college web site and don’t know who the content manager is in your area, please contact Mary Beth.
4 5
5. Complete needed request forms a. Marketing Request form: https://www.formstack.com/forms/?2399298-u5IqOxqKbx
b. Maintenance Work Order form: http://wk-maintenance/Easylinks/Login.aspx
c. IT request form: http://wk-sps/tiweb80/scripts/TIWebPortal/TrackItUser.asp
d. Student Ambassador request form: https://secure.westkentucky.kctcs.edu/ambassadors/
e. Audio/Visual: https://www.formstack.com/forms/?2399298-u5IqOxqKbx
f.. Graphics Work Order form: http://wk-sps/tiweb80/scripts/TIWebPortal/TrackItUser.asp
If a department or student organizations cancels an event the event organizer should remember to cancel all requests prior to the event. Please remember to remain in contact with Blair Travis during all stages of the event.
Branding
In a visually based society overrun with logos and slogans available via countless technological platforms, it’s more important than ever that institutions seeking recognition by consumers find a look and a message—and stick with them. Establishing, then preserving, visual integrity is a key element in creating a consistent image or brand.
The Kentucky Community and Technical College System has developed brand guidelines to help all colleges, departments, programs and offices produce external materials that are consistent, professional and immediately recognizable as a part of the WKCTC/KCTCS family.
A searchable copy of the KCTCS Branding Guide can be found online at: http://systemoffice.kctcs.edu/Institutional_Advancement/Marketing_
and_Digital_Communications/BrandGuide.aspx
and KCTCS Online Style Guide: http://systemoffice.kctcs.edu/en/Institutional_Advancement/Marketing_and_Digital_Communications/
Online_Style_Guide/Overview.aspx
There are also Microsoft Word publication templates, graphics, logos, etc., templates and tools available through the WKCTC Office of Public Relations or by going to
\\wk-nas\wk-branding *
From this site, which is available on campus only, you will be able to download read-only copies of branding elements. Note: If you want tosaveacopyofanyofthesefilesonyourcomputer,youmustsaveinanother folder other than the Wk-Branding folder.
* Macintosh computer users should contact the PR Office for instructions for accessing branding materials
Marketing Request FormThe marketing/PR office can provided assistance with advertising, business cards, name tags, e-mail digest/ marquee announcements, news releases, photographs, printing and color coping, videotaping, publications, etc. To request one of these services from the Office of Marketing/Public Relations fill out a Marketing request form online at
https://www.formstack.com/forms/?2399298-u5IqOxqKbx
For the most part, services are provided on a first-come, first-served basis. However, official college events and publications will have first priority. If we can not meet your needs in a timely fashion, we will advise you where you can get the work completed.
Special Note: If you are planning an event, please fill out the Events Form (https://secure.westkentucky.kctcs.edu/events/EventRequest.aspx ) first and then the Marketing Request Request form for specific marketing requests.
4 5
5. Complete needed request forms a. Marketing Request form: https://www.formstack.com/forms/?2399298-u5IqOxqKbx
b. Maintenance Work Order form: http://wk-maintenance/Easylinks/Login.aspx
c. IT request form: http://wk-sps/tiweb80/scripts/TIWebPortal/TrackItUser.asp
d. Student Ambassador request form: https://secure.westkentucky.kctcs.edu/ambassadors/
e. Audio/Visual: https://www.formstack.com/forms/?2399298-u5IqOxqKbx
f.. Graphics Work Order form: http://wk-sps/tiweb80/scripts/TIWebPortal/TrackItUser.asp
If a department or student organizations cancels an event the event organizer should remember to cancel all requests prior to the event. Please remember to remain in contact with Blair Travis during all stages of the event.
Branding
In a visually based society overrun with logos and slogans available via countless technological platforms, it’s more important than ever that institutions seeking recognition by consumers find a look and a message—and stick with them. Establishing, then preserving, visual integrity is a key element in creating a consistent image or brand.
The Kentucky Community and Technical College System has developed brand guidelines to help all colleges, departments, programs and offices produce external materials that are consistent, professional and immediately recognizable as a part of the WKCTC/KCTCS family.
A searchable copy of the KCTCS Branding Guide can be found online at: http://systemoffice.kctcs.edu/Institutional_Advancement/Marketing_
and_Digital_Communications/BrandGuide.aspx
and KCTCS Online Style Guide: http://systemoffice.kctcs.edu/en/Institutional_Advancement/Marketing_and_Digital_Communications/
Online_Style_Guide/Overview.aspx
There are also Microsoft Word publication templates, graphics, logos, etc., templates and tools available through the WKCTC Office of Public Relations or by going to
\\wk-nas\wk-branding *
From this site, which is available on campus only, you will be able to download read-only copies of branding elements. Note: If you want tosaveacopyofanyofthesefilesonyourcomputer,youmustsaveinanother folder other than the Wk-Branding folder.
* Macintosh computer users should contact the PR Office for instructions for accessing branding materials
Marketing Request FormThe marketing/PR office can provided assistance with advertising, business cards, name tags, e-mail digest/ marquee announcements, news releases, photographs, printing and color coping, videotaping, publications, etc. To request one of these services from the Office of Marketing/Public Relations fill out a Marketing request form online at
https://www.formstack.com/forms/?2399298-u5IqOxqKbx
For the most part, services are provided on a first-come, first-served basis. However, official college events and publications will have first priority. If we can not meet your needs in a timely fashion, we will advise you where you can get the work completed.
Special Note: If you are planning an event, please fill out the Events Form (https://secure.westkentucky.kctcs.edu/events/EventRequest.aspx ) first and then the Marketing Request Request form for specific marketing requests.
36
Event Planning Checklist Event planning consists of a five-step process for ensuring a successful event. The information acquired is necessary to confirm appropriate offices/departments are informed and aware of all upcoming events.
1. Create an Event Outline a. Title b. Date and Time c. Location d. Speaker/Program e. Audience f. Purpose g. Budget
2. Complete the Event Request form located at https://secure.westkentucky.kctcs.edu/events/EventRequest.aspx a. The event request form has been developed to assure that certain event standards set by the WKCTC President are obtained. b. When planning an event, please fill out the event request form for approval of your event. Allow up to 48 hours for your event request to be processed.
3. After the event request form has been processed Blair Travis will contact you to review the following: a. Standards and Tier Selection b. Logistics and Setup c. Decorations d. Food and Beverage needs e. Volunteers
4. Confirm Room Availability - https://astra.kctcs.edu/West/Portal/GuestPortal.aspx Please note that submitting a room request does not ensure the space. Youdonothavethespaceuntilyouhavereceivedconfirmation. a. Anderson Technical Building, Allied Health Building, Carson Hall, Haws Gym, Student Center, MLRC, Waller, Rosenthal, Crounse – Johanna Zeiler, ext. 43162 b. Emerging Technology Center – Tina Carver, ext. 43821 c. Skilled Craft Training Center – Rhonda Shiflet, ext. 62406 d. Student Center Stage – Brian Heller, ext. 43213 e. Clemens Fine Arts Center Theatre – Brian Heller, ext. 43213 f. Paducah School of Art & Design – Peggy Allgood, ext. 43901
Internal Communication
WKCTC’s Marketing and Public Relations Oiffce provides information that is of importance to the College community by utilizing several channels to communicate campus news, events, and achievements. These internal communications are the best way for the WKCTC community to stay up-to-date on the latest happenings at the College. The office also assists in many of WKCTC’s internal campaigns, such as Commencement, Black History Month, Hispanic Heritage Month, West Kentucky Stars home basketball games, Happening Hour events and more.
Internal communications channels include the e-mail digest, Paducah2 television network, electronic marquee, and television screens throughout the College’s buildings. For more information on internal communications, contact Tammy Thompson.
WKCTC Web Site
West Kentucky Community and Technical College’s Web site is located at westkentucky.kctcs.edu.
Experts say more than 65 percent of college-bound students reported that using the Web is more valuable than print resources to determine where they would like to go for postsecondary education. The goal of the college web site is provide current and prospective students with information about their college experience that is clear, consistent and appropriate. The structure of the WKCTC’s Web site places the needs of prospective students as its primary target audience.
Graphic designer and PR coordinator Mary Beth Head oversees the upkeep of our web site along with various content managers. If you have questions about the college web site and don’t know who the content manager is in your area, please contact Mary Beth.
2 7
Events PlanningThe public relations office provides a number of services that assist faculty and staff in planning events effectively and efficiently. Whether you have a new event in mind or an annual existing event, the public relations office will provide support in making sure all event planning bases are secured along with assuring your event meets specific standards as part of our brand.
What is an event?
An event is a public assembly for the purpose of celebration, education, marketing or reunion. Events can be classified on the basis of their size, type and context.
What is an Event Request Form?
All events that are planned by faculty, staff, and students for the college reflect the college’s overall brand. It is important in planning an event to make your event professional, organized, publicized and decorated appropriately. The goal of the Event Request form is to create a more unified look for our college events and that they coincide with the college branding. The Event Request Form is at the following link:
https://secure.westkentucky.kctcs.edu/events/EventRequest.aspx
Do I have to fill out the Event Request Form?
Events that require filling out an Event Request:
1. All events on campus sponsored by student clubs, departments and campus organizations. 2. All events that involve working with non-WKCTC organizations as co-sponsors or guests on or off campus. 3. All events that involve the serving of food and beverages on or off campus.
Media DivisionThe television department, located in the Clemens Fine Arts Building, was recently added to the marketing and public relations office, but it has been a vital part of the college for years.
The objectives of television department include:
• Create promotional and academic video products for WKCTC• Contract with the City of Paducah to provide Television services for the Governmental access channel• Contract with Comcast Cable to provide public access and programming on the Comcast Cable system.• Act as an A/V department for WKCTC
When deciding whether to undertake a video project, it’s important to know: • The target audience you hope to reach • What message you want to get across • What you want the audience to do • When you need the project completedYou can see video and programs produced by the television department at:http://www.westkentucky.kctcs.edu/Student_Life/Paducah2TV.aspx
as well as on the colleges YouTube page:https://www.youtube.com/user/westkentuckyctc123
18
PublicityYou play a very important role in the marketing the college. A good news release attracts the attention of the media as something they feel their audience would be interested in. It also generates publicity for the College. Sometimes your idea or our idea of an interesting story draws no interest from the media. We still continue to promote newsworthy events that are timely and have local implications.
In writing a news releases, WKCTC’s PR staff will need you to provide the answers to some basic questions such as Who is it about? What happened? When did it take place? Where did it take place? Why did it happen?
All media contacts for official college information or expertise should be directed to the Marketing Office.
Media requests for public records under the Kentucky Open Records Act should also be directed to the Marketing Office who will then forward those requests to the appropriate KCTCS officials.
Departments seeking press coverage for events and activities should contact the Office of Marketing and Public Relations. Officials will analyze each request and determine the strategy the office feels will be most effective in achieving the desired goal. Request for news releases must be submitted to the Office through the Marketing Request Form at least three weeks before the date on which initial media contact or release might be made.
Office of Marketing and Public Relations make every effort to be available at all times to consult with administrators, faculty and staff about the most effective way to work with the press. Contact Tammy Thompson or Janett Blythe.
Marketing MissionWKCTC’s Office of Marketing and Public Relations works to create and maintain the College’s visual identity; support and advance the college’s strategic marketing plan; and encourage the college community to communicate effectively with their target audiences.
The Office conducts a variety of public relations activities, communications and community relations initiatives designed to:
• Strengthen the WKCTC/KCTCS brand • Advance the College’s mission • Coordinate communications to provide the most effective and consistent messaging regarding the College’s efforts.
The Office of Marketing and Public Relations is responsible for the overall brand management and marketing of West Kentucky Community and Technical College. This includes the development and execution of WKCTC’s integrated marketing communications strategy delivered through advertising, social media, public relations, executive communications, and internal communications.
The fundamental mission of the office is to correctly position the WKCTC brand to internal and external audiences and interests to advance the vision that the College “will be an innovative learning institution committed to empowering individuals to achieve excellence in an environment of respect and will be recognized as a preeminent community college nationwide.”
WKCTC’s Office of Marketing and Public Relations works in concert with other college departments and the Kentucky Community & Technical College System (KCTCS) to create brand awareness, increase quality and quantity of student applicants, assist with student engagement and retention, and continually improve WKCTC’s reputation to help graduates when they seek employment and roles in community service.
WKCTC is an equal educational and employment opportunity institution. 9
Social Media
How we communicate to our students and in the community is changing. Social media is growing phenomenon embraced by all generations. There are great benefits as well as some risks and liabilities. Inappropriate or unauthorized post can diminish WKCTC’s name, cost the college it’s reputation in the general public and could hurt our employees and students.
The Office of Marketing and Public Relations is the administrator and maintains the College’s official Facebook, Twitter, YouTube, Merit Pages and Instagram. Those who wish to contribute information or make suggestion for the pages should e-mail [email protected]
• WKCTC’s Facebook - www.facebook.com/West.Kentucky • WKCTC’s Instagram - http://instagram.com/wkctc • WKCTC’s YouTube - youtube.com/user/westkentuckyctc123 • WKCTC’s Twitter - https://twitter.com/WKCTC/
Marketing Staff
Janett Blythe, Director of Marketing and Public [email protected] • 270-534-3079
Expertise: Manages staff, operations and budget of the marketing/public relations office. Provides assistance with marketing planning, advertising, publication design, special event planning, development digital marketing, purchasing promotional items, and strategic planning.
Kentucky Community & Technical College System
OFFICE OF MARKETING
AND PUBLIC RELATIONS
Information You Need to Know About the West Kentucky Community
& Technical College
2017
10
Tom ButlerPublic Relations [email protected]
Expertise: Manages staff, operations and budget of the television department. Works with the leadership of the city of Paducah to provide them with television services through our department. Produces TV shows and videos for the college as well as for the city and for the public access channel.
Mary Beth HeadGraphic Designer/Public Relations [email protected]
Expertise: Graphic design of all college publications produced in PR office; Web content manager; assists in public relations activities.
Dan SheppardTelevision Director/[email protected]
Expertise: Produce video programs, commercials, and public service announcements for WKCTC and the City of Paducah. Design themes, sets, graphics, and read voice-overs. Post media to TV Department web page, Twitter, Facebook, and Google+
Brandon StoryTelevision Director/[email protected]
Expertise: Film and edit a variety of different projects as they arise. Schedule some shows to come in to the studio and prep it with our hosts, then record it and edit it for Channel 2 and YouTube.
Tammy ThompsonPublic Relations [email protected]
Expertise: Internal Communications and media relations, which includes taking care of the marquee, e-mail digest, AXIS-TV; graduation/honors; publications design; publicity; multi-media services; and news releases
Blair TravisPublic Relations [email protected] 270-534-3083
Expertise: Special events planning, social media coordinator, and photography. Social Media Manager; Media Tracking; Office and budget management; publications design; news releases
WKCTC is an equal educational and employment opportunity institution.
