The Office of Communications and Marketing handles more than 1,000 individual projects each year to support the marketing and promotion of the College of Agriculture and Life Sciences, the Virginia Agricultural Experiment Station, and Virginia Cooperative Extension.
Projects include editing, graphic design, photography, media relations and web development as well as Virginia Cooperative Extension peer-reviewed and non-peer reviewed publications.
Launched in late 2011, this online project request system helps our office to manage these projects systematically and efficiently and allows requestors to monitor their project’s progress.
Requests are approved based on the current workload and established priorities of our office. There is no charge for our services, with the exception of projects that are funded by grants where monies are specified to be used for communications purposes.
Please take a moment to review the following directions.
- To submit a project request, you will first need to login to the system using your PID and password.
- Complete the submission form. (See submission form instructions).
- Once you submit your request, you will receive an automatic reply letting you know that your request has been received. If you do not receive this email, check your Gmail spam filter. If it does not arrive, your request has not been received and you should resubmit the request.
- Before you can submit the request, you will be asked to enter any/all files associated with the project, including content and photos/graphics.
- After your request is received, and within three business days, a Communications and Marketing office representative will contact you to set up any meetings as needed.
- Projects may take 6 to 8 weeks to complete, depending on the scope of the project and staff resources.Please allow a minimum of 4 weeks when you enter your project request. If we cannot meet your deadline we will let you know in advance and will renegotiate it.
- When a job is finished — i.e., a brochure has been printed and delivered, or a change to a webpage has been posted — there is a process to close the project:
- The project manager will assess the completion of the project and ask the client if the job is done.
- The client will indicate whether the job is completed in the comments section.
- At that point, the status of the job will be changed to “Completed (Pending),” and the client will receive an email where he or she is asked to click one of three options:
- Approved without changes.
- Approved with corrections.
- Not approved.
- A job will be closed when the project is marked “approved without changes.”
- Once your project has been completed, you will receive an auto-generated email with a link to a customer satisfaction survey. Please take a few minutes to complete the survey and provide us with honest feedback on your experience working with us.
Please note: To ensure that we have all the content for your request, please upload all documents directly to the online system. And, please remember to provide a minimum of four weeks to complete your project (website updates and non-peered reviewed publications require a minimum of one week). We typically have close to 200 jobs in process at any given time. We have found the average time to complete a job, from start to finish is between 6 to 8 weeks – depending on the scope of the project.