Promotional Gifts from the College

Administrative Procedure 2.502

This procedure should be used in conjunction with the Administrative Procedure 3.908 (Use of the College Brand and Visual Identity), which governs all branding standards and requirements.

Purpose

To ensure the strategic, consistent, and brand-aligned use of promotional items across the institution through coordinated planning and partnership with Marketing & Communications.

Guiding Principles

Promotional items for Elgin Community College must be:

  • Planned and executed in partnership with Marketing & Communications.
  • Consistent with brand standards and messaging.
  • Aligned with institutional priorities and objectives.
  • Used strategically to reach defined audiences.

Appropriate Use of Promotional Items

For the purposes of this procedure, promotional items include branded giveaways, apparel, merchandise for distribution or sale, event materials, recognition items, recruitment materials, and other products displaying the College’s name, logo, tagline, or visual identity.

Promotional items should be used strategically to support:

  • External outreach and engagement.
  • Recruitment and enrollment initiatives.
  • Institutional events and campaigns.
  • Defined programmatic or strategic goals.

Marketing & Communications will partner with departments to ensure alignment with institutional priorities and appropriate use.

Vendor Requirements

All promotional items must be sourced through Marketing & Communications using the College’s approved vendors.

  • This procedure applies to all promotional item purchases regardless of funding source, including but not limited to departmental operating budgets, grant funds, auxiliary funds, and externally restricted funding.
  • Departments may not independently purchase promotional items, establish vendor relationships, submit artwork, approve proofs, or work directly with vendors without prior approval from MarCom.
  • MarCom maintains relationships with approved vendors to ensure quality, brand compliance, and cost-effectiveness.
  • Vendor selection and communication are coordinated as part of the promotional item request and approval process.

Artwork & Branding Approval

All promotional items must comply with the Administrative Procedure “Use of the College Brand and Visual Identity” and applicable College brand standards.

All promotional item artwork must be reviewed and approved prior to production. All reorders and previously approved artwork must be resubmitted to MarCom for review and approval to ensure continued alignment with current brand standards.

  • The Executive Assistant (EA) and/or Administrative Assistant (AA) in MarCom will coordinate the artwork approval process.
  • Final approval must be provided by the Senior Director of Content and Creative Services.
  • No items may be produced without documented approval from these individuals.

Ordering Process: Existing Inventory Requests

Departments may request items currently held in MarCom’s inventory.

  • Requests are generally fulfilled on a first-come, first-served basis, taking into consideration inventory availability and institutional priorities.
  • Requests must be submitted through the designated request form
  • Requests should be submitted at least 5–10 business days in advance of the intended use date to allow for review, processing, and fulfillment.
  • Departments are responsible for coordinating the pickup of approved items within the communicated timeframe.
  • Unused items should be returned to MarCom following completion of the event or activity.

Ordering Process: Special Orders (Custom Items)

Requests for new or customized promotional items require additional review.

Departments must work in partnership with MarCom to:

  • Define audience, purpose, and expected outcomes.
  • Ensure alignment with institutional strategy.
  • Follow established promotional item guidelines.
  • Allow MarCom to evaluate feasibility, branding, and strategic value prior to approval.
  • Coordinate pickup of special-order items within the communicated timeframe.

Inventory Management & Limitations

To support equitable access, budget limitations, and responsible use of promotional items:

  • Quantity limits may be applied to existing inventory requests and/or special orders.
  • Requests should align with the timing and scope of the intended use; advance or bulk requests beyond immediate need may be restricted.

Accountability & Oversight

Marketing & Communications serves as the institutional steward of promotional item strategy, procurement coordination, and brand compliance.

Marketing & Communications reserves the right to modify, deny, or recommend alternatives for any promotional item request or order based on inventory availability, budget considerations, brand standards, event appropriateness, and operational needs.

MarCom maintains oversight of all promotional item usage to ensure:

  • Brand consistency.
  • Alignment with institutional priorities.
  • Effective and responsible use of College resources.

Departments are expected to adhere to this procedure and engage with MarCom as a collaborative partner throughout the planning and implementation process.

Promotional items purchased, produced, or distributed outside of this procedure may not be eligible for reimbursement and may be subject to removal from use.

This policy was last reviewed on 06/24/2026.

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