Required Information in Admissions/Recruitment Publications
Universities are diverse cultures, publishing for a variety of audiences. Our publications are tailored to specific audiences. These audiences range from elementary school children, to applicants for admission, to the general public, and to scholars around the world.
This guide frequently uses the term "public document(s)." For purposes of complying with state regulations, public documents are defined in North Carolina G.S. 143-169.2 as follows:
University-wide newsletters, brochures, annual reports, course catalogs, marketing and recruitment materials, school magazines, and any regular or special publications are considered publications or public documents if they meet the definition above.
The University excludes from these guidelines at least the following:
scholarly publications, Faculty Council reports, board reports, publications
of the Institute of Government, press releases, training manuals, and
Statement on Equal Educational Opportunity
Precise wording can be found at the UNC-Chapel Hill Office
of Diversity and Multicultural Affairs website:
Policy on Nondiscrimination
Precise wording can be found at the UNC-Chapel Hill Office
of Diversity and Multicultural Affairs
Printing Cost Statement
State law requires that all publications (whether for admissions/recruitment or other) printed by a state agency and intended for distribution without charge outside the University include a statement noting number of copies printed and cost. The State Attorney General has interpreted that the law applies to public documents "printed at State expense," that is, "published with State Appropriated funds." The University may be subject to penalty as outlined in North Carolina General Statute 143-170.1, which states "(a3) If an agency fails to comply with this section, then the agency?s printing budget for the fiscal year following the violation shall be reduced by ten percent (10%).
The statement should include:
Total cost of printing. (The actual or best available estimate of printing costs when the publication goes to press. These costs should include "labor, materials, and other identifiable design, typesetting, and binding costs." The costs of developing and editing the publication - e.g., the author's and editor's time - are excluded.)
The required wording of this statement is:
______ copies of this public document were designed and printed at a cost of $_____, or $_____ per copy.
(Example: 5,000 copies of this public document were designed and printed at a cost of $15,000, or $3.00 per copy.)
The following list of links must be placed in all catalogs comprising
the University Record:
The University of North Carolina System
Sixteen Constituent Institutions:
Proposed text and all photographs for each institutional viewbook and catalog must be submitted for review by the Office of Diversity and Multicultural Affairs before being sent to a printer. This requirement applies to separate catalogs published for schools and colleges (but not divisions, departments, or programs) within the University.
University and state guidelines indicate each school catalog should include the University's mission statement, a listing of the University's top administrators, a standard appendix of the University's regulations, a list of UNC system administration, and UNC system history. Text versions may be replaced by a list of URLs for websites that include the required information (see above).
If photographs of students are used in a publication, they "must portray the multiracial character of the institution." They should also feature a mix of male and female students. Photographs for catalogs or the institutional viewbook must be submitted together and, if possible, with a page layout that shows photo locations in context. Click here for the University's standard release form. If minors (under age eighteen) appear in photos, parents/guardians must sign a minor release form.
Publications Services staff will present your proposed text and photographs to the Office of Diversity and Multicultural Affairs for review.
State Depository Library System
The University of North Carolina at Chapel Hill and other state agencies are required by law to deposit with the State Publications Clearinghouse copies of their publications that are produced with state funds and distributed to the public. These copies are placed in depository libraries across the state where they are made available to the public.
UNC-Chapel Hill departments that produce such publications are required to send ten copies of each new state-funded publication along with the following information: (a) the total number of copies printed, (b) whether it is published on a one-time basis, or annually, quarterly, etc., to:
For a copy of the Publications Transmittal form that departments must send to the above address, click here. (Note: You must have a copy of the free Adobe Acrobat Reader in order to view this form. Get the Reader here.)
Each UNC-Chapel Hill administrative division has designated a contact person who is responsible for forwarding divisional publications to the Publications Coordinator. Questions about the program should be directed to Publications Services, 962-3761.
Ten copies of all publications covered by these guidelines are to be sent within two weeks of publication to the Office of Publications Services in the Division of University Relations. In turn, these copies are sent to the North Carolina State Publications Clearinghouse of the Division of State Library, North Carolina Department of Cultural Resources. Publications Services is charged with the responsibility of providing the Publications Clearinghouse with ten copies of publications submitted and covered by the Attorney General's definition of "public document."
Internal distribution of University publications is on an as-needed
basis, with the distribution list being appropriate to the particular
Within the scope of publications covered by these guidelines, notification must be made of any publication that has been discontinued or whose title has changed in a serial publication.
The unit or department responsible for such a publication must notify
Publications Services when such a condition exists. Publications Services
will notify the Publications Clearinghouse by memorandum of the change.
It is important to communicate the information in a timely manner, either
when a title is changed or when the decision is made to discontinue
a publication covered by these guidelines.
Publications covered by these guidelines generally are not for sale
or resale. However, if the situation presents itself wherein a sale
price must be determined for a covered publication, the unit, department,
or school is to consult with the associate vice chancellor for University
Relations, who has been designated by the chancellor to establish/approve
prices for these covered publications to be sold at cost or for profit.
The associate vice chancellor will convey an opinion based upon consultation
with University legal counsel.
Weight per catalog and the number of catalogs determine postal classification.
Classifications are as follows:
UNC-Chapel Hill Printing Services prepares catalogs for bulk mailings and will bill the appropriate account.
North Carolina law requires that all University mailing lists for public documents annually be revised, corrected, and updated. The chancellor is required to certify this to the Director of the Budget on July 1 of every year, based on information from all campus offices.
Reviewing, updating, and correction of mailing lists is the responsibility
of deans and division heads who delegate this within their units. To
certify the annual review, offices should use a form distributed by
Publications Services to deans, directors, and department heads in the
early summer each year.