What is a print release?
The print release process is mandatory for all promotional materials over $50. Follow the steps below to ensure your materials are approved and your purchase process runs smoothly.
The University enforces a policy that requires prior approval, known as a "Print Release," for all printing, imaging, or embroidery projects using vendors and costing $50 or more. A print release is required even if you are not using a University logo or branding.
- Timing: Submit your print release at least five (5) days prior to printing or production to allow for review by University Marketing and Communications for brand compliance.
- Consequences of Non-Compliance: Projects printed without prior approval are subject to review. If found non-compliant with University brand standards, they may need to be reprinted at the originating department’s expense.
When is a print release not required?
A print release is not necessary for:
- Instructional materials (e.g., texts, syllabi, articles, reports)
- Scholarly works (e.g., dissertations, theses)
- Business system items (e.g., letterhead, envelopes, stationery) when printed by the University’s contract printing vendor
Submit the print release before purchase
Ensure you submit your print release before purchasing any materials.
Required for:
- Reimbursement paperwork
- P-card transactions
- Invoice requisitions
You will need the print release number provided in the approval email when purchasing and submitting for reimbursements.
Follow the University brand guidelines
Ensure all designs comply with .
Submitting swag designs
- Vendor Selection: Choose your vendor and work with them to create a design.
- Design Proof: Obtain a proof from the vendor showing your design on the specific swag item.
- Proof Submission: Submit this proof with your print release for review.
- Best Practice: The proof should clearly show:
- The design itself
- How it will appear on the swag item (placement, color, size)
Submitting printed materials
- Design Preparation: Create your design file before selecting a vendor for printing.
- File Submission: Instead of a vendor proof, you can submit the design file you intend to send to the printer.
- Best Practice: Make sure your design:
- Meets the resolution and format standards for print
- Complies with any logo or university image requirements
- Is free of factual, spelling, and grammatical errors as we do not provide these services during the print release process
Approval and purchasing
- Once your print release is approved, you will receive an email confirmation with your unique print release number.
- Submit this print release number and a screenshot of the approval email to Purchasing as proof when you:
- Complete a reimbursement request
- Make a P-card transaction
- Invoice requisitions
- Best practice: Keep this email in your records in case of any queries during the purchasing process.
- Submit this print release number and a screenshot of the approval email to Purchasing as proof when you:
Best practices
- Logo and identifier usage: Ensure you are using the correct logo and identifying information for your department or unit.
- If you plan to use Athletics logos (for example, the Sport Wolf), you must receive prior approval from Michael Harris.
- For Swag Items: Your vendor will also be asked to submit the swag item to .
- Avoid "UNR": The acronym "UNR" is not allowed on any printed materials.
- University Typefaces: Use approved University typefaces: Myriad Pro and Minion Pro.
- When in Doubt: If you're unsure about your materials, consult with your division’s Marketing Specialist to ensure compliance with university guidelines.
- If you plan to use Athletics logos (for example, the Sport Wolf), you must receive prior approval from Michael Harris.
By following these steps and best practices, you can ensure that your promotional materials are compliant, approved, and ready for purchase without delays. If you have further questions or concerns, please contact designhelp@unr.edu for support.
