Promotional Gifts from the College

Administrative Procedure 2.502

The College is authorized to provide, within annual budgetary limitations, branded promotional items and/or college-based gift certificates (Cafeteria, Arts Center, Bookstore, and Spartan Terrace only) to residents and community members within District 509. Promotional items include assorted products (e.g., pens, pencils, mugs, stress relievers, magnets, etc.) that are customized with ECC branding and typically used as “giveaways” to promote the college or an event. These items are typically given to community members, current students, and prospective students.

To centralize the administration of these items as well as ensure adherence to brand guidelines, the Marketing and Communications division manages the sourcing, selection, and distribution of promotional giveaway items. Institutional promotion items will be budgeted for by the Marketing and Communications division. Student Life, Recruitment/Global Engagement, Human Resources, the President’s Office, the ECC Foundation, auxiliary, and grant-funded entities may budget for promo items as well. All other departments should utilize the promotional items from Marketing and Communications.

Promotional items are primarily intended for recruiting and community engagement purposes. However, there are instances when it is appropriate to provide an employee/employee group with a giveaway. All promotional items intended for employees must be purchased by Human Resources.

Promotional items will be college-branded (ECC logo) unless an approved exception exists (e.g., Foundation, TRiO). In general, promotional items often have a small imprint area which makes sub-brands or co-brands illegible. Therefore, sub-brands or co-brands should only be used on tablecloths, banners, flyers, or other marketing collateral. However, other images, logos, or phrases will be reviewed on a case-by-case basis by the Senior Director of Content and Creative Services.

To request giveaway items, departments must submit a Promotional Giveaway Request Form for review and approval. This form can be found on my.elgin.edu under “Marketing and Communications Forms.”  All requests are subject to review and approval by Marketing and Communications. Any unused inventory shall be returned to Marketing and Communications as soon as possible after an event.

For further information on the process, please reference the “Marketing & Communications Promotional Item Request Guidelines” on my.elgin.edu. 

This policy was last reviewed on 02/25/2025.