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Intercom Submission Guidelines

Getting your college news and information in the Intercom is easy. NOVA faculty and staff may submit news items by email to Intercom@nvcc.edu. You can include your story in the body of the email or as an attachment, providing you adhere to the guidelines listed below. Items must be re-submitted each week for inclusion in the next week's edition. Intercom reserves the right to edit subsequent submissions after the first publication.

Deadline:
All submissions, including attachments (such as photos, graphics and flyers), are due no later than 5:00 p.m. on the Monday prior to the publication date.

What to Send:
Please send short, unformatted articles either in the body of your email or attached in MS Word or MS Publisher. Articles must be 100-500 words. Do not include all CAPITALIZED, bold, italicized or underlined text, bulleted or numbered items, columns or pieces that are produced in a graphics format. Articles should pertain to NOVA, its programs and/or employees. Intercom is unable to print opinion pieces, poetry or items that have no relevance to faculty, staff or the College.

Flyers:
Flyers and other announcements sent as attachments must be in MS Word or MS Publisher format. The page layout needs to be 8.5 x 11 portrait style (not landscape). Please understand that the Intercom staff may need to reformat your attachments for inclusion in the electronic Flyers section of the publication. In some cases, your submission may be returned for proper formatting. The Flyers section has a separate link on the website which is also included in the weekly Intercom edition.

Faculty and staff contributors must include the correct titles and campus affiliations -- AL (Alexandria Campus), AN (Annandale Campus), LO (Loudoun Campus), MA (Manassas Campus), MEC (Medical Education Campus), WO (Woodbridge Campus) or CS (College Staff) for college staff and faculty mentioned in articles/submissions.

Photos and Graphics:
All photos and graphics submitted as attachments must be in .jpg, .bmp, .tif, .eps or .psd format. Photo resolution must be 1024 x 768 pixels. Photos that are “grainy” or low resolution may not be used. 
Contributors need to include photo captions that correspond with all photo submitted and photo credit (if desired). Please submit no more than three photos. Please send your photos/graphics as attachments -- DO NOT embed them in your MS Word document with your article. Faculty and staff contributors should only submit photos and graphics they have the rights and/or ownership to share. 

All contributors should review and adhere to NOVA’s policies and procedures regarding photographs and media prior to submitting to Intercom. The Photographs or Videos of Students section of the NOVA website states: “The official Release Agreement form must be signed by any student participating in a video or photo shoot produced by NOVA or specifically for NOVA. If the person being photographed is a minor, a parent or guardian must sign the form. Signed forms must be sent to the Public Information Office stating the reason why the photo(s) and/or video(s) were produced, along with contact information in case additional information is needed. An exception to this policy is when photographs are taken of students or groups of students in common areas such as lounges and outdoor areas. These photos may be used by the College for release to the media or for reproduction in NOVA publications. This policy is documented in detail in the Student Handbook.”

A parent must sign a Release Agreement* for any photo(s) that include children under the age of 18 (in which their child(ren) are clearly visible in the shot), even if it is the child of an employee or staff. Please make sure to confirm in your submission that the signed release was submitted to the Public Information Office. The Intercom staff reserve the right to not publish any photo and/or graphic.

How to Send:
Email your NOVA news items from your NOVA email account by clicking Intercom in your NOVA Outlook address book. You can also send news items to Intercom@nvcc.edu.

Do Not Send:
Please do not send flyers, photos or lengthy articles and information and expect Intercom staff to condense the content for you. Intercom is an internal publication for staff and faculty, intended to inform peers, colleagues and subscribers about the accomplishments, successes and progress of NOVA and its employees. It is important that contributors check the details and accuracy of their articles before submitting their news.

Please Note: We do not publish poetry, degree attainment notices, or event flyers of programs/events that are not sponsored or co-sponsored by NOVA and/or the Virginia Community College System (VCCS). However, we do encourage contributors to work with your campus relations specialist to provide guidance on marketing and communication for your campus. 

Editing:
As stated above, articles must be 100-500 words. All submissions are considered and subject to editing for length and clarity. Due to space, not all submissions will appear in the edition.  

Copyrighted Material:
Do not submit material that has been printed elsewhere unless you have written proof of permission to use the copyrighted content.

Posting Schedule:
Intercom is posted on the Web every Monday except during holidays. Inclement weather or technical emergencies may prevent Intercom from being posted on time. During the summer Intercom is published every other Monday.