Design Standards
- Authorized By: District Director of Health
- Initial Effective Date: 10/17/2013 (LMS)
- Replaces: New Policy
- Reviewed: 10/1/2022 (GM+SD)
- Revised: 11/16/2017 (LMS); Moved to Google Sites 8/12/2021, Revised: 10/29/2021, 11/2/2021, 10/1/2022 (GM+SD)
- Contact: Public Information Staff
All newly created or revised educational materials (brochures, handouts, slideshow presentations, flyers, newsletters, publicly released reports, etc.) created by NKY Health must follow design standards and be approved by Public Information staff and the respective Division Director.
When approving materials, Public Information staff will ensure that design standards are followed and that materials are appropriate for the target audience(s). This process is designed to further reinforce the image of NKY Health in the community as a trusted resource.
Letters, memos, emails and any other text-only documents do not have to be reviewed by Public Information prior to distribution. However, the guidelines for font and identification NKY Health must be followed. If you are unsure, please ask the Public Information staff to review before sending.
Please use THIS form to request communications/design from the PI Team.
WHAT NEEDS TO BE REQUESTED?
Anything that needs to be created for external use to non-NKY Health staff that represents NKY Health and/or will include the NKY Health logo. This includes:
Social media posts
Website content
Print advertising (including editorials, guest columns, magazine/newsletter articles, advertisements, special publications like What’s Happening, Grant County Medical Guide, etc.)
Press releases
Flyers
Presentations (these do not need to be created by Public Information, but needs approval for use)
Billboards
Posters
Postcards
Brochures
Business cards
Promotional products
Any materials that need to be created to promote projects, NKY Health services and/or NKY Health events
In addition, if you’ve had anything approved previously and want to change the verbiage, elements of the design (including images), etc., this must also be completed by Public Information. To determine what items should be completed by someone in Public Information, a good rule of thumb is to ask yourself the following questions. If you answer “yes” to any of them, then you need to put in a request to the Public Information team:
1. Does it (or should it) have the NKY Health logo on it?
2. Is it to be used or shown by people who do not work for NKY Health?
3. Does it describe or represent a service provided by NKY Health or an NKY Health event?
Email Design Standards
Signature Line
An employee’s signature line will include only the following information. Items listed in bold are mandatory; other items are optional:
The employee’s name
Identified pronouns such as he/him/his or she/her/hers or they/them/theirs (optional)
The employee’s title
Northern Kentucky Health Department
The site's name (optional)
The address of the employee’s home base
The phone number
The fax number (optional)
The employee’s email address
Twitter or Facebook account info (either the agency’s main—Twitter @nkyhealth or http://www.facebook.com/nkyhealth --or your program’s pages) (optional)
NKY Health Logo
PHAB logo
Accredited Health Department, Public Health Accreditation Board Logo
The agency’s mission statement: The Northern Kentucky Health Department is the public agency charged with performing mandated public health services and addressing priority community health needs. We prevent disease, promote wellness and protect against health threats. (optional)
The confidentiality statement that state requires, (as written below):
NOTICE OF CONFIDENTIALITY: This e-mail, including any attachments, is intended only for the use of the individual or entity to which it is addressed and may contain confidential information that is legally privileged and exempt from disclosure under applicable law. If the reader of this message is not the intended recipient, you are notified that any review, use, disclosure, distribution or copying of this communication is strictly prohibited. If you have received this communication in error, please contact the sender by reply e-mail and destroy all copies of the original message.
The EEO Statement:
EEO/M/F/V/D/LGBTQ+
General Guidelines
No images, logos or additional text (such as inspirational quotes) will be included in email signatures.
Email background: All emails sent directly from NKY Health should use a white background. No special stationary templates or other color background may be used. Exception: In cases where an employee receives an email message with a background and chooses to forward the message, the background does not have to be changed.
Email fonts: The text of emails from an employee’s account should use Gmail’s sans serif font in either normal or large.
Profile photos: If an employee chooses to use a photo for her/his profile in Gmail or another program, she/he must use the photo that appears on her/his ID badge.
How to Change Your Signature
Open your Gmail
Select the Gear near the top right corner
Select "See All Settings"
Scroll down to bottom
You'll find the editable Signature section
Modify that box to comply with the Email Design Standards
Select "Save Changes" at bottom
How To Change Your Signature and Profile Picture:
Open your Gmail
Select the Gear near the top right corner
Select "See All Settings"
Scroll down to My Picture
Select from the photo from your ID badge, which can be found in G:\Shared drives\HR Sites for Employees+Students+Supplemental Staff+Volunteers\Employee Photos, or
The NKY Health shield image, which can be found in G:\Shared drives\HR Sites for Employees+Students+Supplemental Staff+Volunteers\Employee Photos, file named “NKY Health shield for profile pics.png”, or
Select “No picture”
Scroll down to the signature section
Clear out existing text
Follow Signature Guideline above
Graphic Design Standards
NKYHealth_VIG.PDFMaterials Distributed to the Public - Design Standards
All materials distributed to the public should include a relevant phone number and the NKY Health website address (www.nkyhealth.org) so people have a point of contact should they need additional information.
Printed Materials Created by NKY Health
Materials created by NKY Health staff are to be created using a Microsoft Office program, such as Word, Publisher or PowerPoint. If using another software program or an outside graphic designer, please first check with Public Information staff.
Printed materials must be ADA-compliant using a JAWS screen reader.
Printed Materials From Another Source
Printed materials from another source must first be approved by your manager, Division Director or Board of Health committees, as necessary.
Materials will be labeled or stamped with NKY Health and contact information (phone number, website, etc.), so the public will know who provided the materials.
Printing Materials
All materials must be approved by Public Information staff before being printed professionally for the first time.
When necessary, the Public Information staff may request to approve a proof from the printer. This is to ensure that materials follow the graphic design standards and that printers are using the NKY Health colors and templates correctly.
The Public Information and Purchasing staff will provide assistance to employees with professional print jobs.
Style Guide
The Style Guide is be followed for all text in publications coming from NKY Health, which includes newsletters, brochures, professional reports and community flyers.
Whom to Contact
For questions about design standards, approval of materials, and/or assistance with large print jobs, please contact the Public Information Officer.
Photos
Photos: If you take photos of anyone, NKY health employees or the public, you must have them sign a Waiver. Photo release forms can be obtained from the Public Information Team or by emailing Stephanie.Haggard@NKYHealth.org. Please do not use photos of anyone without first having their signed consent.
Revision Log
10/29/2021
Updated voice mail and email signature guidelines
11/2/2021
Updated pronouns in signature
10/1/2022
Updated policy header
2/23/2024
Updated link to Employee Photos and NKY Health shield