Skip to Main Content

2025-2026

6. External Relations Policies of Interest to Faculty



6.1 Public Information

The Marketing and Communications Office (rcnews@roanoke.edu) should be notified if a faculty member is going to appear in the media and be identified as a member of the Roanoke College community. Media outlets need prior approval from Marketing and Communications before visiting campus.

In order that Roanoke College can properly inform its constituencies about the activities of the Faculty, all faculty members should keep the Office of Marketing and Communications informed about the following:

  1. papers and speeches;

  2. publications;

  3. honors;

  4. research;

  5. classroom projects or photo opportunities;

  6. outstanding student or alumni accomplishments

The Office of Marketing and Communications should be informed in advance if media outlets are being invited to campus or will be on campus for interviews or media broadcasts. Please inform the Office of Marketing and Communications of any remote media interviews.


6.2 Publications and Web Site Content

The following guidelines have been established to ensure delivery of top-quality publications and website content:

  1. Brochures, catalogs and booklets with typeset copy and photographs should be submitted as a Word file no less than four weeks before expected delivery.

  2. Any college publication should be reviewed with Office of Marketing and Communications prior to going to the printer.

  3. Intranet (“Inside Roanoke”) web pages should be kept up to date using the Ingeniux content management system software. Contact the director of web services in Information Technology for training. Each department that has pages on Inside Roanoke is encouraged to have at least one person trained to use Ingeniux.

  4. Suggestions, including photo and story ideas, for the external marketing website, should be sent to the Director of Digital Communications.

  5. Brand guidelines must be consulted and followed for publications, website, program logos and the like. Those guidelines cover color palettes, fonts and more, and can be found here: https://www.roanoke.edu/inside/marketing_and_communications/campus_resources

  6. Photographs and videos of Roanoke College students fall within the scope of FERPA privacy guidelines. A database of photography permissions for enrolled students is updated at the beginning of each semester. A list of students who do not wish to be photographed is available from the Marketing and Communications Office.

In order to maintain extensive accessibility and privacy standards, all web content for college affiliated offices and services is required to be in the college content management system, Ingeniux, and adhere to all accessibility standards outlined within the College policy: https://www.roanoke.edu/accessibility


6.3 Grant Proposals

The person seeking grants on behalf of the College should adhere to the following procedures:

  1. Faculty are encouraged to seek external funding for research and teaching-related projects. All such proposals, budgets, and applications must be routed to the office of Academic Grants and Foundation Relations. Faculty may accept salaries for externally funded grants and contracts for work performed outside their regular contracted time.

  2. In the determination of the proper foundation or agency to be approached, assistance can be obtained from the Director of Academic Grants and Foundation Relations. The Director of Academic Grants and Foundation Relations serves as liaison for faculty with the office of Advancement and with external funding agencies.

  3. Before being submitted, institutional grant proposals should have approval from the President, the Vice President for Academic Affairs, or the Vice President for Finance and Administration. Approval of the School Dean, the Director of Academic Grants and Foundation Relations, and the VPAA is required for faculty proposals.

6.4 Advancement

Anyone seeking to raise funds on behalf of the College should follow these procedures:

  • Third-party vendors for fundraising are strictly prohibited, including, but not limited to, platforms such as GoFundMe, Kickstarter, and Classy.

  • Faculty members must first obtain written approval from their School dean before approaching the Advancement Office for approval of any fundraising activities, including external solicitations or fundraising events. Fundraising requests are separate from grant funding, which follows a different approval process.

  • Once written approval from the School dean is obtained, faculty must submit the dean's written approval along with their request to the Senior Director of Advancement Services for review. The request should include a detailed description of the project or initiative, how it aligns with the current strategic plan, the amount of funding sought, the target audience (e.g., alumni, foundations), the proposed timeline, budget estimates (if applicable), and a clear explanation of how the funds will be allocated.

  • The Advancement Office will review the proposal to ensure alignment with the College's priorities and policies. Final approval will be granted by the Vice President for Advancement based on the project's alignment with the institution’s strategic goals and mission.