Overview
This document serves as a Service Level Agreement between the Marketing and Communications Department and the stakeholders of Fleming College regarding the submission and fulfillment of marketing and communications requests. It provides an understanding of the expected levels of service, with estimated turn around and minimum lead times.
When at all possible, it is strongly encouraged that you involve representatives from Marketing and Communications in the planning stages of your project. This will allow the team to provide early input and set expectations around deliverables.
Submission Procedure
Stakeholders are required to formally submit their marketing requests via the designated form, detailing the project’s objectives, target audience, specific needs, and the desired deadline for completion.
Turnaround / lead time
Each project has an estimated turnaround/lead time (see below guide). These are guidelines only, as the actual time for project completion will depend on current workflow.
Please be respectful of our processes and provide realistic timelines. Once a request is submitted, please allow up to 73 hours before receiving a response and having your project added to our queue.
| Project Type | Turnaround/Lead Time |
| Creative development – small requests (ie. Postcards, posters, flyer, fact sheet) | 7-14 business days for creative development 5 business days for print and delivery (if required, pending quantities) |
| Creative development – large requests (ie. Report, magazine, brochure) |
10-13 weeks for creative development 10-14 business days for print and delivery (if required, pending quantities) *Timeline will be dependent on resources and the scope of the project
|
| Campus Digital Display Screens | 5 business days |
| Event Promotion* | 8 weeks |
| Media Release and/or Internal Communication (All Staff All Students) | 5 business days |
| General website updates | 5 business days |
| New webpage request | 7-14 business days depending on the scope of work |
| Social Media – one-off organic posts (ie. Awareness piece, feature in stories) | 5 business days |
| Social Media – large organic campaign, including research, targeting, copywriting, image selection/graphic creation, and approvals | 2-3 weeks |
| Paid advertising campaign – research, targeting, copywriting, content/graphic creation, and approvals | 3-4 weeks |
| Photography – organize photographer, curate shot list, secure location, finalize details | 2-3 weeks prior to shoot date |
| Video development and creation – one minute in length, including storyboard, production, post-production (ie. Testimonial videos, program promotion or event coverage, etc.) | 6-8 weeks |
*We will collaborate to determine the best channels and tactics to promote your event.
Expedited Requests
In exceptional circumstances, where the standard two-week notice period cannot be met due to unforeseeable or urgent requirements, the stakeholder may submit an expedited request. The acceptance and fulfillment of such requests are subject to the department’s discretion, current workload, and available resources.
Ongoing Communication
The Marketing and Communications Department pledges to maintain open lines of communication with stakeholders, providing regular updates on the status of their request and any potential adjustments to the delivery timeline.
Review and Adjustment Period
Upon completion, stakeholders will have the opportunity to review the delivered marketing materials. Any requests for adjustments must be submitted within a specified period following receipt of the materials. The scope of possible revisions may be limited based on the original request parameters and the provided lead time.
Mutual Commitment
This protocol is designed to foster a collaborative and productive relationship between the Marketing and Communications Department and the Fleming College community. We are committed to delivering exceptional marketing support, within the constraints of timely and informed request submissions by stakeholders. We appreciate your cooperation and look forward to effectively promoting your initiatives and events at Fleming College.