Graphic and Data Management Standards

Transcription

1 Graphic and Data Management Standards Table of Contents 1. Introduction Page 2 a. Introduction b. Manual Distribution 2. Procedure for Ordering Printed Materials Page 3 3. Graphic Designs Page 5 a. Logo usage, Logo Font, Color usage, Logo access, Taglines, Social Media 4. Office Materials Page 8 a. Letterhead (sample in insert) b. Envelopes c. Memorial envelopes (sample in insert) d. Labels, Mailing, Shipping, Admission Packet, Promotional Materials (4 samples in insert) e. Accepted abbreviations 5. Communication Materials Page 12 a. Brochures (samples in insert) b. Artwork/Border c. Booklets (sample in insert) d. Field Sheet (App Flyer sample in insert) e. Flyers f. Press releases (sample on page) g. Business cards h. s & Voic Greetings (samples on page) i. Specialty Advertising j. Newsletters - General, Volunteer k. Website l. Use of Pictures 6. Wearables Page 28 a. Clothing b. Name Badges 7. Signage Page 30 a. Banners, Display boards, Magnetic car signs, Building signs 8. Forms Page 31 a. Standard Formats b. Standard of Performance for Forms Management 1 P a g e (2016)

2 Introduction Hospice of Southern Illinois, Inc. is a not-for-profit, community-based hospice with a mission to enhance the quality of life for individuals and their loved ones touched by a terminal illness. The image of Hospice of Southern Illinois is reflected in a variety of ways: by the quality of its services, by the people who deliver these services and by how its identity is presented in materials, advertisements, signs, and other materials. It is important that our identity project a clear, unified image (brand). A unified image consistently reinforces our identity in the community. Therefore, this Graphic Standards Manual has been developed to organize and illustrate the approved/accepted use of Hospice of Southern Illinois visual identity elements. The success in implementing these Graphic Standards is dependent upon everyone s cooperation. Anyone who uses the Hospice of Southern Illinois logo has an important responsibility to protect the integrity and uniformity of its identity. The objectives of these Graphic Standards are to: project a clear, unified and consistent identity reinforce and remind all of Hospice of Southern Illinois constituencies of its presence in the community Any questions regarding the information contained in this manual should be directed to the Community Education Department or Print and Social Media Coordinator. Any changes or deviations from the Standards in this manual must be suggested in writing to the relevant department Director/Manager/Supervisor who will consult with the Print & Social Media Coordinator to revise Standards. All changes in the Graphic Standards will be approved by the President and CEO. This Manual Has Been Distributed To: 3 rd Floor Executive Assistant Print & Social Media Coordinator This manual can be located by anyone electronically in Shared\Public\Graphic Standards Manual This Manual Revised: September 1, P a g e (2016)

3 Procedure for Ordering Print Materials This Standard for printed materials refers to: Project Department - Bereavement Cards Social Services/Counseling - Business Cards Human Resources - Envelopes return address Development - Envelopes standard mailing Development - Memorial Envelopes Development - Mailing Labels Development - Letterhead Development - Name Badges Human Resources - Thank You Cards Development 1. All printing projects fall into the following categories: a. New-an original project that has not been printed. These projects may be proposed by individual departments but must be approved by the President/CEO or designee prior to initiation. Once approved, the project will be coordinated between the initiating department and the Community Education Director who will communicate with the graphic artist for layout, bidding, and printing. The Facilities Manager/Purchasing may assist the initiator of the project with the Purchase Order if requested. b. Reprints- General Hospice of Southern Illinois materials - for existing printed material that requires printing without any changes. Mailing envelopes, labels and letterhead fall into this category. The Facilities/Purchasing Manager will seek new bids from printing companies and suppliers for best price and facilitate order and office distribution. c. Reprints without changes Department Specific - i.e. Bereavement Cards, Thank You Cards, Business Cards, Memorial Envelopes, and Name Badges may fall into this category. The project initiator may coordinate with the Facilities Manager/Purchasing to contact the graphic artist/printer, proof new project, acquire bids as needed and for final ordering. The Facilities Manager/Purchasing will communicate with project initiator regarding costs that directly affect the project initiator s budget before completing order. d. Reprint with changes i.e. when a new logo or minor wording is being implemented. A majority of the materials may fall into this category. When generic agency supplies are low, the Facilities Manager/Purchasing will notify the CFO. If department specific supplies are low, the Facilities Manager/Purchasing will notify the department Director/Manager/Supervisor to obtain suggested changes. When proposed changes require outside graphic artist illustrations, the request for changes will be sent to the Print and Social Media Coordinator who will collaborate with the graphic artists, ensuring the correct logo and graphic standard is being adhered to. The graphic artists will make 3 P a g e (2016)

4 changes and submit them to the Print and Social Media Coordinator. Once approved, the Print and Social Media Coordinator and/or the Facilities Manager/Purchasing will acquire bids and coordinate the printing and purchase. 2. All printed material will be delivered to the Facilities Manager/Purchasing or respective department. 3. The Facilities/Purchasing Manager will notify all appropriate employees that the materials have arrived and are ready for distribution. VENDOR LIST Vendor Name Vendor Contact Phone BFM Group - STL Jeremy Noble jnoble@bfmgroupinc.com Griffith Printing STL Drew Griffith griffithprinting@yahoo.com KM Press - Belleville Laura Camp/Lelette graphics2@kmpressinc.com Wood River Printing - Woodriver Spihlman Dave Wilson/Vicki Truetzchler / graphics@kmpressinc.com davew@woodriverprinting.com/ vickit@woodriverprinting.com Data Unlimited - KenaTurner (618) Kena@DataUnlimitedInc.com Collinsville Staples Printing - STL Jennifer Rosales Jennifer.rosales@staples.com Print Master sales@printmasterbelleville.net Town Hall Archery Monty Hoffarth info@townhallarchery.com montyh@townhallarchery.com Standard Rule Tracy McCollum tracy@standardrule.com Promotions, LLC The Fast Print Shop Robin or Mitch fastprint@frontier.com The vendor list is submitted by the Community Education Director, Community Education Manager, Print and Social Media Coordinator, Development Manager, Event Coordinators, and Facilities/Purchasing Manager. The highlighted information is the preferred method to contact the vendor. 4 P a g e (2016)

5 LOGO USAGE Graphic Design The Hospice of Southern Illinois logo consists of 2 elements: Butterfly, and Hospice of Southern Illinois, Inc. wording. These two elements should always be used in combination. The full butterfly, including tails, should never be dropped from the logo. For graphics purposes, if appropriate, the butterfly may be separated from the logo ONLY when the logo is present somewhere else in the design. In all instances, the use of the butterfly separately from the logo MUST, however, be approved by the Community Education Director. There may be applications where the logo should be used in conjunction with the Administrative Office address and/or a tag line, black/white format, or transparent. If you are unsure which to use or of the file location to access the desired logo or need additional logo files, please contact the Print and Social Media Coordinator, the Development Director or Information Management Department. The logo should never be smaller than.5 inches tall. (Note: In the words of the logo, Hospice is ITC Galliard, and OF SOUTHERN ILLINOIS is Trajan.) LOGO FONT Acceptable font styles for organizational materials include: - Times New Roman - Georgia or Georgia Italics - Lucinda Handwriting primarily for fundraising and some labels - Cooper Black primarily for fundraising - Bell MT primarily for fundraising - Bookman Old Style primarily for community education - Arial only when necessary - ITC Galliard Bold Italic generally used on the front of agency brochures - Helvetica Neue Bold Condensed generally used on Business Cards Font Size is generally 12 but may vary according to the use, i.e.: brochure, flyer, etc. COLOR USAGE Hospice of Southern Illinois requires that printed material match the assigned ink colors as designated below. An exact match is required to produce material for Hospice of Southern Illinois. It is important that this need for an exact match be expressed when discussing printing with an outside vendor and documented on material sent to the vendor. All print orders should say An Exact PMS 209 match is required. 1. Ink Colors PMS 209 (burgundy) - Typically, printed pieces for Hospice of Southern Illinois use one color. An exact PMS match to this color is very important and should be emphasized when ordering any printed material. 2. Ink Colors (Supporting Colors) PMS 2717 (light blue) and Metallic 877 (silver/grey) - These colors are used with the tagline, graphics and other printed materials within the organization. They should never over power, but compliment the PMS 209 (burgundy). 3. Occasionally, a greyscale or white logo is appropriate if the background is dark. 5 P a g e (2016)

6 SOLID OR TRANSPARENT LOGO USAGE Because Hospice of Southern Illinois has a variety of screens in its logo, there are certain applications where a solid version of the logo is needed. The solid logo is to be used ONLY when the screened/standard version of the logo will not work with the printing process needed. Please contact the Print and Social Media Coordinator if you need assistance in determining the best use of the logo. LOGO ACCESS (Importing) The Hospice of Southern Illinois logo is available in a variety of computer formats. A majority of the vendors will be able to use the log files located in the public folder. However, if a vendor requires a special computer file, please contact the Print and Media Coordinator, Development Director, Information Management Director, or Community Education Director and the required computer format will be obtained. The Hospice of Southern Illinois logo can be accessed on the Hospice of Southern Illinois network by: 1. In the document you want to insert a logo, go to Insert Picture From File 2. In the Look In drop down box go to Shared Files/Public/LogosLetterheadLabels 3. Select the logo you wish to insert. The names are: HSI209 Logo 4. If you are importing a transparent logo or any logo with an eps or ie designation, you will not be able to open it first. You must right click on the logo, select copy, return to your document, press paste and the logo will insert. Go to Shared Files/Public/LogosLetterheadLabels/SpecialUseLogos to find these types of logos. TAG LINE To Prevent Distortion of the LOGO: it should only be resized using the following steps: Click once on the image to select it Place your mouse/cursor on one of the corners of the image (The cursor should be a doubled headed arrow) Hold the SHIFT key while dragging your mouse to the desired size. (If the SHIFT key is not held down while dragging, the image will be distorted) A Tag Line is a short message that is used in association with Hospice of Southern Illinois. The company has decided to eliminate all logos with taglines on logos to help maintain a clear, clean, and consistent message. The Community Education Departments generally establish any new tag lines, however, should not be pared directly with the logo. The tagline can be accessed on the network by: o Insert-Picture-From File o In the Look In dropdown box go to SharedFiles/Public/Taglines There comes a time o There comes a time should always start with a capital T, followed by all lower case letters, followed by an ellipsis (three periods: ) displayed in Georgia Font. The bullets below are approved completed taglines. They should be displayed below There comes a 6 P a g e (2016)

7 time starting with a lower case letter. The tagline ends with a period displayed in Georgia Font Italicized. Usually the bottom line is offset from There comes a time and usually a slightly larger. This depends on the graphics and other printed materials. Further, when unsure about which tagline to choose, There comes a time for us to serve you. is appropriate to use. There comes a time for us to serve you. when every moment counts. for honest conversation. for us to serve you. to start the conversation. for compassionate care. for the support you need. for comfort, dignity, and support. to ask how hospice can help. Your Community Not-For-Profit Hospice o General o Should be noted on most external communications, as appropriate Since 1981 o Pens SOCIAL MEDIA ICONS Social Media has become in integral part of branding our name. Social media buttons help the community recognize what social media platforms we participate in. The blue F represents Facebook, the blue T represents Twitter, the orange B represents Blogger or our Blog, the red P represents Pinterest, and the YouTube in red, black and white represent YouTube. These should be used in this order (Facebook, Twitter, Blogger, Pinterest and YouTube) and the graphic can also be displayed in burgundy. This photo can be located here: P:\Public\LogosLetterheadLabels\SocialMediaandOtherCompanyGraphics. 7 P a g e (2016)

8 Office Materials LETTERHEAD The Hospice of Southern Illinois letterhead is displayed on the following page. A copy of the letterhead can be accessed using the following path: Drive: Shared Files (P:) Public Directory: Logos, letterhead and labels Letterhead File name: HSI letterhead Letters using Hospice of Southern Illinois letterhead should be printed on #70 Cougar Opaque-Vellum Texture Stock whenever possible. The Hospice of Southern Illinois logo is to always be located at the top in the middle of the page. The PMS 209 single color logo should be used. The address of the administrative office in Belleville, 1-800#, phone #, Fax #, and web address (BOLD) is on the top line at the bottom of the page. Below that line are the 618 phone numbers for the Belleville (BOLD), Marion (BOLD), and Edwardsville (BOLD) locations. An original printout of the letterhead is kept in the Forms Manual. If copies are needed and the appropriate Texture Stock is not available, please request letterhead copies or #70 Cougar Opaque-Vellum Stock from the Development Manager or Print and Social Media Coordinator. SEE SAMPLE 1 INSERT ENVELOPES Envelopes and Stationary with Hospice of Southern Illinois logo are kept in supply by the Facilities Manager/Purchasing. Employees should request a supply when needed. Envelopes are printed on Sub. 24 (lb) White Wove stock. Black ink should be used for return address logo. Bids should be obtained at least annually by the Facilities Manager/Purchasing. Logo is 3/4 inch tall and its respective 1.67 inches wide. The corresponding office address should be 3/16 inch under the logo in Times New Roman font, size 11, with tight kerning. A copy of the letterhead can be accessed using the following path: Drive: Shared Files (P:) Public Directory: Logos, letterhead and labels Labels File name: Envelope Belleville #10, Envelope Marion #10 8 P a g e (2016)

9 Stationary are printed on 10PT C1S cover stock (glossy on outside, matte on inside), folded down to 5 ½ x 4 ¼. The design includes printing on front in PMS color, with logo and Your Community Not-For-Profit Hospice at the bottom right. The back design includes the mission, website and phone number with fading. The stationary card fits an A2 envelope (4 3/8 x 5 ¾) printed on 70# natural opaque paper. The envelope will use one color PMS 209 printing (rather than black) for the return address logo, yet complies with the design standard noted for envelopes. SEE SAMPLE 1 INSERT MEMORIAL ENVELOPE Hospice of Southern Illinois Memorial Envelopes are to be printed on #24 White Wove - #2 grade stock. The Hospice of Southern Illinois logo is to always be located in the middle of both flaps. The PMS 209 single color logo should be used. Text is to be printed with PMS 209 in Font Style, Times New Roman, Size 9 pts. This piece is printed with two different addresses: South Illinois Street Belleville, IL Halfway Road Marion, IL It is imperative that no request line be added for donors to enter their credit card information. Rather, a statement should be included which encourages donors to make their credit card donation through the Hospice of Southern Illinois secure website. For changes to the memorial (remittance) envelope, please consult with the Development Manager. Supplies may be requested from the Facilities Manager/Purchasing. SEE SAMPLE 1 INSERT 9 P a g e (2016)

10 MAILING LABELS Hospice of Southern Illinois mailing labels are designed in 2 styles. Logo mailing labels Non-logo mailing labels Standard size mailing labels are Avery Standard 5160 (30 per page): Height: 1 inch Width: 2.63 inches To download graphics use the following path: Drive: Shared Files (P) Public Directory: Logos, letterhead, labels Labels File Name: Logo labels (city) SHIPPING LABELS Shipping labels should be printed on a standard Avery 8164 label X 4-6 labels per sheet. Printable mailing and shipping labels can be requisitioned through the Facilities Manager/Purchasing. Pre-printed shipping labels are available upon request from the Print and Social Media Coordinator or the Development Director. ADMISSION PACKET LABEL Admission packets will be labeled with a white please call label. Should be printed on 4x6 white litho PMS 209 text. Supplies can be requisitioned through the Community Education Director or Print and Social Media Coordinator. PROMOTIONAL MATERIAL LABEL Labels should be placed on all promotional materials such as boxes, gift baskets, auction items and health fair give-aways for the purpose of identifying Hospice of Southern Illinois as the donor of that item to an individual, organization or activity. Promotional labels will be printed on a standard Avery 5163 (or comparable) label - 4 X 2 10 labels per sheet. The two color logo should be the standard logo for promotional materials. Additional font is Lucinda Handwriting Bold. The website address and phone number should be included. SEE SAMPLES 4 INSERTS 10 P a g e (2016)

11 ACCEPTED ABBREVIATIONS FOR DATA MANAGEMENT Use the following abbreviations in entering addresses in ALL Hospice of Southern Illinois databases. There are NO PERIODS after the abbreviated name. This is especially important for Hospice of Southern Illinois Development software. The following are correct forms for post office boxes and rural route. Note that there are NO periods in these addresses. Post Office Box PO Box Example: PO Box 458 Rural Route RR RR 5 Box 234 Directions should always be written as follows: North N However, when a direction is the proper name East E of a street, it should be spelled out. Example: West W 234 N East St South S Do NOT use the # sign in front of street addresses or apartment numbers. Do NOT use a comma in address fields. Number Streets should never be spelled out. EXAMPLES Correct: 8 N 9 th St Apt 120 Incorrect #8 North Ninth Street, Apt. 120 Letter street names should be enclosed in double quotation marks. Example: 124 B St (For Donor Perfect no quote marks are accepted). We have tried to make this list complete, but realize that it is a work in progress. Please send additional suggestions to the Information Management Director and the additional suggestions be sent to support@hospice.org. Apartment Avenue Boulevard Circle Court Drive Heights Highway Lane Mount Place Apt Ave Blvd Cir Ct Dr Hts Hwy Ln Mt Pl Plaza Road Route Street Saint Suite Terrace Trail Plz Rd Rte St St Ste Ter Trl* *Especially important in Donor Perfect entries. 11 P a g e (2016)

12 Communication Materials BROCHURES, BOOKLETS, FIELD SHEETS, FLYERS, BUSINESS CARDS, SPECIALTY ADVERTISING, AND NEWSLETTERS Brochures, booklets, field sheets, flyers, and other miscellaneous printed materials should be tastefully done and comply with the guidelines set forth in the Graphic Standards Manual. The sophistication of today s word processing programs allows individuals/departments to produce flyers, brochures, etc. Some Departments have access to Adobe Photoshop and other graphic programs and may assist in developing creative, professional-looking materials. We strive to give Hospice of Southern Illinois publications --- brochures, booklets and flyers --- a distinct and consistent look in a tasteful and professional manner. Branding a process of being consistent with our logo, color, message and format is important in identifying Hospice of Southern Illinois materials. Our logo on external communication pieces should never be smaller than 3/4 inch tall and its respective 1.67 inches wide (which is shown below). Also, when other logos are present on the external communication, they should not exceed the size of ours, specifically when Hospice of Southern Illinois hosts or benefits from the event. If another company or organization is in charge of the flyer, it should be approved by the respective department to ensure our logo is the appropriate size or respective size to other logos. The logo, website and phone number needs to be on all publications. (The only exceptions should be approved by the President and CEO.) 12 P a g e (2016)

13 BROCHURES The Hospice of Southern Illinois brochures are to be printed on 80# Cougar Opaque-Vellum Texture Stock. The Hospice of Southern Illinois logo is to always be located in the center at the top of the page. The Community Education Departments in conjunction with the Development Manager should be consulted prior to ordering reprints or for any text or design changes in order to assure adherence to all graphic standards. General Hospice of Southern Illinois Brochure Community Education o Printer is Griffith Printing Sherrie created the brochure Year-end Planned Giving Brochure Development o Printer is Woodriver Printing Sherrie creates the brochure Garden Brochure for Marion Development o Printer is Woodriver Printing Sherrie creates the brochure ARTWORK AND BORDERS The use of borders and clipart can enhance and improve the overall visual appearance of a publication; however, the overuse or improper use of these elements can have the opposite effect and give the publications a very unprofessional appearance. A good rule of thumb is: keep it simple and clean. Any questions about the use of borders and/or artwork should be directed to the Print and Social Media Coordinator. SEE SAMPLE I INSERT 13 P a g e (2016)

14 BOOKLETS The Hospice of Southern Illinois Booklet Covers are to be printed on 80# Cover Gloss 4 process color with bleed. They were designed by BFM Graphics at no cost and the design resides with the designer. Inside pages are to be printed on #50 white offset stock, saddle stitched together. The Community Education Director, Community Education Manager or Print and Social Media Coordinator should be consulted prior to making design changes. The Clinical Department generally initiates all context changes and must be consulted on all design changes. The Making Choices About Hospice booklet can be requested from the Community Education Departments (North/South) and Clinical Service Managers. The The Grieving Process: Next Steps and The End-Of-Life Journey: What Family & Caregivers Can Expect booklets can be requested from the Clinical Service Managers. The Children and Grief: Guidelines for Adults booklets can be requested from the Counseling or Clinical Department. All purchase orders should be submitted to the Facilities Manager/Purchasing. SEE SAMPLE 1 INSERT 14 P a g e (2016)

15 FIELD SHEETS Field sheets are informational papers, generally used by the Clinical and Community Education Departments to educate the patient families, referral resources, and general public about hospice programs and services. All field sheets should contain the Hospice of Southern Illinois logo, address, website and phone number. Most field sheets are produced on 80# white gloss text stock in full color. Field sheet content will generally be updated by the Clinical Department in conjunction with the Community Education Department. Field sheets can be found on the intranet. The Community Education Department can assist in locating field sheets. SEE SAMPLE 1 INSERT 15 P a g e (2016)

16 FLYERS Informational flyers promoting trainings, educational programs, etc. should be developed by the respective department and reviewed/approved by the Print and Social Media Coordinator to ensure it complies with current Graphic Standard guidelines. For questions regarding your flyer or help designing the flyer, please consult with the Print and Social Media Coordinator. All flyers should contain the Hospice of Southern Illinois logo at all times. The logo, website and phone number needs to be on all publications that are going to be presented in the community. The logo, website, phone number and internal communications need to be on all publications that are distributed to the employees internally. Below is a checklist of information needed on public flyers. Internal publications Logo, website, phone number, and internal communications Logo at the top in the header Our letterhead at the bottom in the footer Page Border (Page Layout > Page Borders > 3 Point in black or burgundy) Titles in Georgia Font (special circumstances apply to be approved by Social Media Coordinator or Community Education Manager) Text in Times New Roman Font (special circumstances apply to be approved by Social Media Coordinator or Community Education Manager) External publications Logo, website and phone number Logo and title near the top of the flyer Social media buttons and app (when appropriate) Review the checklist Event Title Date Time Address Description Our Logo Our Phone Number 16 P a g e (2016)

17 Our Website Contact person and their information Who hosts the event & Who benefits event? Kind of Event (Fundraiser, Auction, Party, Meeting, etc.) Will food be there? Who is this event targeted to? Social Media Buttons and Phone App (when appropriate) 17 P a g e (2016)

18 PRESS RELEASES Header The header font is Times New Roman size Hospice of Southern Illinois logo should be at the top of the page at.75 inches tall and proportionately long. For Immediate Release with the date under it should be the left margin, followed by Hospice of Southern Illinois and the street address. The Hospice of Southern Illinois employee who is sending the information should be in the right margin including name, phone, fax and address. Press enter one to two times and post a Title, bolded and underlined. Body The body font is Times New Roman size 12. The body should list who, what, when, where, and why in the first paragraph, details in the second paragraph, and Hospice of Southern Illinois basic information as described in the example in the last paragraph. Three to five asterisks* with space noted after the last sentence indicate the end of the release of information. Footer The bottom should always include our contact information for all locations as noted in Hospice of Southern Illinois letterhead. 18 P a g e (2016)

19 FOR IMMEDIATE RELEASE Date From: Contact: Employee Name Hospice of Southern Illinois Phone: S. Illinois Street Fax: Belleville, Illinois TITLE Who, what, when, where why? Alkdjoawenasldvnaoeijfalksdnvalsdkcmasldkjfas Fjasl;dkjfasldkfja;sldkjfa;osicnasldkfjawoiejfanclskdfnasdfaslkdjfaoiwejfalskdncas Details.? Alkdjoawenasldvnaoeijfalksdlkasdfaksdjfa slkdfjasldnvalsdkcmasldkjfas Fjasl;dkjfasldkfja;sldkjfa;lsdkjfalksdjflaskdjfadslkfjaowiejfa Hospice of Southern Illinois is your community not-for-profit hospice program serving 27 counties in southern Illinois since Our commitment at Hospice of Southern Illinois is to be with our patients and their loved ones through the changing needs of the end-of-life process and the grief experience. For more information about Hospice of Southern Illinois, visit our website, or contact (Employee Name), (local phone number) or * * * 305 South Illinois Street, Belleville, IL fax: Belleville Location Marion Location P a g e (2016)

20 BUSINESS CARDS The Hospice of Southern Illinois Business Cards are to be printed on 2X # Classic Crest, White PMS 285. The Hospice of Southern Illinois logo should always be located at the upper left cover. The single PMS 209 color logo and wording should be used. The gradient wave should start at the upper left corner and finish in the lower right corner. Text: Name Title address Address City, State, Zip Phone and Fax Web Address Toll Free Helvetica Neue Bold Condensed 8.5pt/9pt Helvetica Neue Bold Condensed Italic 8.5pt/9pt Helvetica Neue Condensed - 8pt/9pt Helvetica Neue Condensed - 8pt/10pt Helvetica Neue Condensed - 8pt/10pt Helvetica Neue Condensed - 8pt/10pt Helvetica Neue Bold Condensed - 8.5pt/9pt Helvetica Neue Condensed - 8pt/10pt *See abbreviation standards for the appropriate abbreviation usage The following will get business cards: President/CEO CFO COO Directors Nurses (multiple titles) Clinical Services Managers Community Education Director, Manager and Coordinators Counselors Development Director and Coordinators Facility Manager/Purchasing and Team Finance Manager Print and Social Media Coordinator Social Workers Volunteer Coordinators All others will not get personalized business cards. A stock of generic business cards can be maintained and requested from the Facility Manager/Purchasing if needed for a special situation. 20 P a g e (2016)

21 The generic business card will have the # on it with the website address printed on it. For any exceptions to these guidelines, please check with the President/CEO. As new employees are hired or a change in title or department occurs with current employees, the relevant information is submitted to the Human Resources Administrative Secretary (HRAS). This individual enters the information on a standard form. The form is sent via to the Facilities Manager/Purchasing who sets up the template for the business card. Once the template is set, the Facilities Manger/Purchasing sends it back to the HRAS for final proof. Once final proof has been given, the Facilities Manager/Purchasing completes the order. Procedure for ordering is outlined in the Introduction Section, under the Reprints Section. 21 P a g e (2016)

22 & VOIC GREETING Name, Credentials (Times New Roman Bold/Freestyle Script SZ 14/SZ 20) Title (Times Bold SZ 12) Department (Times SZ 12 (all below are this except confidentiality statement Hospice of Southern Illinois is Arial - SZ 10)) (On Call Support 24/7) (Local) / (Fax) addyourname@hospice.org Facebook Twitter Blogger Pinterest YouTube Ability to customize in this space with department information or appropriate quotes with Supervisor Approval (Please use approved graphic standards manual fonts). CONFIDENTIALITY NOTICE: This transmission may contain confidential information. The information is only for the use of the individual(s) or entity to which it is intended, even if addressed incorrectly. If you have received this in error, please forward it immediately to privacy@hospice.org or call and ask for the Privacy Officer. We ask that you also delete it from your computer if you are not the intended recipient. Thank you for your cooperation. For more information on Hospice of Southern Illinois, visit our website at VOIC If this is a patient concern, please hang up and call Hello, you have reached (FIRST NAME, LAST NAME), (TITLE) at Hospice of Southern Illinois. Please leave your name, spelling of your last name, phone number, and a brief message. I look forward to returning your call as soon as I can. Again, if this is a patient concern, please hang up and call That number once more is Thank you for calling Hospice of Southern Illinois. 22 P a g e (2016)

23 SPECIALTY ADVERTISING Specialty advertising items, giveaways or promotional items convey definite messages to the public. The Graphic Standards for reproduction of the Hospice of Southern Illinois logo apply to specialty advertising products. It is important that the item conveys a positive image. For example, if the logo is placed on an ink pen that doesn t write well, the image of the company may be that it doesn t do a good job all the time either. It is important to consider the negative perceptions that can be drawn from an inferior product. There are many companies that sell promotional products. The Development Department, Community Education Department (North/South) and the Facilities Manager/Purchasing work with these companies to ensure that Hospice of Southern Illinois gets a good product at a fair price. Consult the employees of the Development Department, Community Education Department or the Facilities Manager/Purchasing before ordering this type of merchandise. Examples may include: Lawn chairs Totes Pens/Pencils Water bottles Blankets 23 P a g e (2016)

24 NEWSLETTERS Hospice of Southern Illinois publishes a general agency newsletter via Constant Contact called Wings. A template has been created with text and color selections. This should be followed unless Community Education Director approves new design template. Sections in the newsletter include Hospice Happenings, Upcoming Events, Volunteer Opportunities and Veterans. This is created monthly and submitted to the group on the first Monday of the month. The purpose of an agency newsletter is to: 1. Inform readers of important developments for the entire organization. 2. Provide testimonials and personal stories that invest the reader into supporting Hospice of Southern Illinois. 3. Inform readers of upcoming events and activities in which they may wish to participate. 4. Recognize donors publically (based on written permission). 5. Inform readers of Planned Giving Opportunities and naming opportunities by which they can provide a specific and lasting legacy. 6. Inform readers of current political and medical issues relevant to hospice programs. 7. Inform readers about specific Veteran end-of-life needs, resources and related topics. The target audience for an agency newsletter may include: - Current donors - Surviving Family members - Donors with long histories of support - Employees - Volunteers - Board of Directors - Local Businesses, corporations and organizations. An agency newsletter should be printed or distributed professionally in an easy to read and easily distributed way. 24 P a g e (2016)

25 VOLUNTEER NEWSLETTER The Volunteer Newsletter or Butterflyer, has been in production since July The first Volunteer Update was published in February 2000 (Vol. 1 Number 1). The Volunteer newsletter is the responsibility of the Volunteer Services Supervisors and Coordinators, who will coordinate deadlines for articles, materials, and pictures for each publication. The Orange Team, which also covers all Green Team information, has chosen to distribute their version monthly and the Blue Team distributes their version quarterly to the active volunteers and employees members. The purpose of the Volunteer Newsletter is to: a. Inform readers of upcoming Hospice of Southern Illinois events and activities. b. Solicit volunteer assistance for Hospice of Southern Illinois events and tasks. c. Recognize volunteers who have given time to special activities since the previous newsletter edition. d. Update readers on hospice services and volunteer responsibilities. e. Acknowledge special concerns or joys that volunteers would like to share when appropriate. f. Support and reinforce the dedication of volunteers to Hospice of Southern Illinois. The target audience for the Volunteer Newsletter is: a. Active Hospice of Southern Illinois volunteers including Board of Directors and Advisory Board members. b. Current Hospice of Southern Illinois employees who are trained volunteers for Hospice of Southern Illinois. The Volunteer Newsletter is printed in-house whenever possible to save costs. The Volunteer Newsletter should be distributed: a. As timely as possible, b. ed when possible in order to quickly reach volunteers and employees who are trained volunteers. c. Hand delivered rather than mailed, when appropriate, to volunteers and employees who are trained volunteers and who work in the Hospice of Southern Illinois offices, to save mailing costs. d. Posted on office bulletin boards to assure that employees and volunteers have additional access as needed. e. Mailed to Board of Directors and Advisory Board members. 25 P a g e (2016)

26 The deadline for submitting articles from other departments to the Volunteer Services Supervisor and Coordinator is 2 weeks prior to the month preceding the next publication. Sample template for Volunteer Newsletter Hospice of Southern Illinois Logo upper left corner Volunteer Update - Script MT Bold 16 Month/Year - Times New Roman P a g e (2016)

27 WEBSITE The Hospice of Southern Illinois website ( will maintain a look consistent with Hospice of Southern Illinois printed media in a format that is appropriate for Internet viewing. This shall include the following: Home Page and Subsequent Pages: Website font style, font size, title and body color will be reviewed at least annually by the Communications Committee chaired by the Information Management Director. Changes may be proposed and approved by the Communications Committee based on best practice ideas generated from website professionals. Use of Pictures: Any pictures used on the Hospice of Southern Illinois website require the written permission of all individuals in the picture. All changes to the website, both in content and design will be recommended to the Communications Committee for discussion and approval. Final changes will be made by Information Management Department in conjunction with the currently-contracted website management company. 27 P a g e (2016)

28 Wearables Wearables are items such as t-shirts, sweatshirts, polo shirts, jackets, hats, etc. The Hospice of Southern Illinois logo may be embroidered or silk screened on these items provided it meets the guidelines set forth in the Graphic Standards manual for logo production. The Hospice of Southern Illinois logo may be reproduced only in dignified and tasteful colors such as maroon/burgundy, white, cream, denim, and blue (neon and pastels are not acceptable for logo reproduction). Questions regarding items, colors and/or ordering of wearables should be directed to the Community Education Director and Community Education Manager. Occasionally, attire is purchased by the Development Department for events. Those items may be requested for purchase by employees or volunteers or as a burgundy bucks benefit. Before ordering the event attire, Development employees should consult with the Community Education Director and Community Education Manager regarding colors, logo and wording. Consultation should occur with the Human Resources Director in regards to employees purchases for burgundy buck purchases. For other questions about wearables, please consult the Employee Manual Dress Code. 28 P a g e (2016)

29 NAME BADGES All Hospice of Southern Illinois employees will wear name badges according to the Standard of Performance on Name Badges. Name badges will maintain a consistent appearance that will include: Logo: Name: Title: The current Hospice of Southern Illinois logo will be displayed across the top third of the badge. Employee name and credentials in the middle of the badge. In case an employee has more credentials than will fit on the line with their name, the credential that most clearly aligns with their role at Hospice of Southern Illinois will be used. The employee s job title and/or department will be printed at the bottom of the badge. All badges will be written in all capital letters on the following: - Black ink on a gold background, or - PMS 209 ink on silver background The employee name and credentials will be in bold. The font for Name, Credentials and Title will be Arial. - Name and Credentials are in Font Size 18 - Title is in Font Size 16 and italicized Name badges will be ordered by the Human Resources Administrative Secretary. Example: 29 P a g e (2016)

30 Signage Banners, display boards, magnetic signs, marquee messages and building signs should be tastefully done and comply with the general logo, font style and color guidelines set forth in the Graphic Standards Manual. Usage of the Hospice of Southern Illinois name, logo, and taglines should project a clear, unified and consistent message. 30 P a g e (2016)

31 Forms Forms should be consistent with the general logo, font style and color guidelines set forth in the Graphic Standards Manual. Usage of the Hospice of Southern Illinois name, logo, and taglines should project a clear, unified and consistent message. STANDARD FORMATS FOR HOSPICE OF SOUTHERN ILLINOIS FORMS Form Specifications Fonts Default font is Times New Roman Margins Top Margin - 5/8 inch for 2-hole punch Bottom Margin - 1/4 inch Left Margin 5/8 inch for 3-hole punch Right Margin 1/4 inch Form Size Standard size for all forms is 8 ½ x 11. Other sizes will be considered by the Forms Committee based on usage and necessity. Title of Form All forms Font Size 16 All caps Centered Medical Record forms Title - Bottom of page Non-Medical Record forms Title - Top or bottom of page Names and Numbers Medical Record forms must all have space for patient name and number Logo/Name/Address Where space permits, the Hospice of Southern Illinois logo will be placed on all forms. Where space is not available, the Hospice of Southern Illinois name will be at the top of 31 P a g e (2016)

32 the form. Medical Record forms that are used externally such as consents, election and revocation statements, and plan of care forms will have both the logo and address. Page Orientation Portrait or landscape orientation will be based on the needs of the form. Dates The creation date and revision date, if applicable, will be in the bottom left corner of all forms. Computer Files The file name and computer path will be in the bottom left corner of all forms under the dates. Form Number The form number will be in the bottom right corner of all forms. STANDARD OF PERFORMANCE FOR FORMS MANAGEMENT Maintenance, Creation, Revision, and Deletion Refer to Standard of Performance for Forms Management in regards to maintenance, creation, revision, and deletion of forms. Formatting of Forms 1. All forms will be formatted with the following: Creation date and revision date if applicable in the bottom left corner Filename and path in the bottom left corner Form number in the bottom right corner 2 Part or 3 Part designation if applicable in the bottom right corner 2. External forms (i.e. consent forms) will be formatted with the logo and address at the top. 3. Internal forms will be formatted with the Hospice of Southern Illinois Logo as space allows. When there is not adequate space for the logo, the name Hospice of Southern Illinois will be at the top of the document. 4. Portrait or landscape orientation will be based on the needs of the employees using the form. 5. The title of the form will be at the bottom for all forms used in the patient chart. Compliance with this Standard of Performance will be evaluated with employees on an ongoing basis for adherence to this Standard of Performance. 32 P a g e (2016)