SOP for Press Release and Social Media Submission Requests
Effective Date: July 2025
Department: Communications & Marketing
Purpose
This SOP outlines the required steps and standards for submitting requests for press releases and social media content to the Voorhees University Communications Department. The purpose is to ensure consistent, timely, and accurate messaging that aligns with the university’s brand, mission, and public image.
Scope
This procedure applies to all Voorhees University faculty, staff, administrators, departments, and affiliated partners seeking to publicize news or events via university press releases or social media platforms.
Press Release Submission Guidelines
When submitting a request for a press release, please evaluate the following:
Is it newsworthy?
- Will it interest media outlets or the general public?
- Does it show impact, achievement, innovation, or unique opportunities?
Is it internal or external in nature?
- Internal = targeted mainly at the Voorhees community (faculty, staff, students)
- External = intended for media coverage and broader public awareness
Required Information
Please provide a complete summary that includes:
- Who is involved? (Names, titles, departments, organizations, etc.)
- What is happening or has happened? (Detailed description of the activity or event)
- When did or will the event take place? (Exact dates and times)
- Where did or will the activity occur? (Specific location or virtual platform)
- Why is this significant? (Impact, relevance to Voorhees’ mission, community engagement, student success, etc.)
- How was it accomplished or supported? (Grants, partnerships, student involvement, etc.)
Additional Required Materials
Photos:
Include high-resolution images whenever possible. Provide photo captions with identification of individuals from left to right, including full names and titles.
Bios:
Short bios for key individuals mentioned in the story (if relevant).
Contact Information:
Provide a name, phone number, and email address for someone who can answer follow-up questions.
Previous Sharing:
Indicate if this news or content has already been shared on another platform (email blast, department newsletter, etc.).
Review and Publication
All content will be reviewed and edited for clarity, accuracy, grammar, and alignment with institutional messaging. The Communications Team reserves the right to determine the most appropriate communication vehicle (press release, newsletter, social media, etc.). Please allow 5-7 business days for processing from the time of submission.
In cases where an event or update does not warrant a press release, an internal communication or social media post may be recommended instead.
Social Media Submission Guidelines
Platforms Covered
- Twitter/X
- YouTube (as applicable)
Required Submission Content
Summary/Caption Content:
- 1–3 short paragraphs that clearly describe the event, activity, or announcement.
- Use a conversational tone, where appropriate, to engage the target audience.
Hashtags: Provide suggested hashtags (e.g., #VoorheesUniversity, #VoorheesPride, #HBCUExcellence).
Photos or Graphics:
Include visually engaging, high-quality photos. Provide clear identification of individuals and context if applicable.
Dates/Times:
Indicate any time-sensitive posting requests (e.g., “Please post on June 14th for Juneteenth”).
Tagging:
If you want specific individuals or organizations tagged, include their social media handles.
Scheduling and Review
Requests must be submitted at least 3 business days before the desired posting date. All content is subject to approval, formatting, and editing by the Communications Team to ensure consistency with branding and voice. The Communications Department reserves the right to decline or defer posts that do not meet relevance or quality standards.
Submission Method
All requests should be submitted via the Communications Request Form, or emailed directly to:
thawley@consultant.voorhees.edu
Subject Line: Press Release Request or Social Media Request
Contacts
For questions or support, please contact:
Office of Communications
Voorhees University
thawley@consultant.voorhees.edu
Notes:
- All final press releases and social media posts will be shared with the requestor for awareness once published.
- In cases where an event or update does not warrant a press release, an internal communication or social media post may be recommended instead.