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Submitting a Design Request

Step 1: Access the ESSS Portal

  1. Open your web browser and go to uca.edu/esss.
  2. Click “Faculty & Staff Login” in the top right corner.
    • You’ll be redirected to the UCA Single Sign-On page to login

Step 2: Navigate to the Project Request Form

  1. Once logged in, you’ll see the ESSS Portal homepage.
  2. Click the “Strategic Communications Project Request” tile.

Step 3: Start the Project Request Form

  1. The Project Request Form will open.
  2. Under Requester Information, fill in:
    • Primary Contact: Your name.
    • Email: Enter your UCA email address.
    • Campus Area: Select relevant campus area.
    • Office: Choose or insert the relevant office.

  Design Request Dos and Don’ts

Step 4: Enter Project Request Information

  1. Under Project Request Information:
    • Project Name: Provide a short, clear title (e.g., “Presentation for Division Celebration”).
    • Project Type: Select the type of request:
      • Communication: Email, SMS, etc.
      • Data & Registration: CRM or database-related.
      • Design: Publications, graphics, etc.
      • Website: Updates to the website.
    • Is this an update to existing material?: Choose:
      • Yes – Minor updates.
      • Yes, complete redesign – Major changes.
      • No – Brand-new project.
    • Asset Type: Choose Digital (online use) or Physical (print).
      • If you need both, please select physical, but notate in the description that you would also like a digital version. Also specify how the product will be printed- in-house or by a professional vendor. 

Step 5: Choose Design Dimensions

  1. Under Design Dimensions, select a pre-set size or choose Other if the project requires unique specifications.
  2. Most common options include:
    • Flyer: 8.5″ x 11″
    • Poster: Small (11″ x 17″), or Large (24″ x 30″)
    • Brochure or Booklet
    • Presentation (for slides)
    • Other: Specify exact dimensions if none fit your needs.
  • We cannot begin work on a design piece without the proper specifications for the design. 

Step 6: Provide Project Description

  1. In the Description field, explain what you need:
    • Example: “Create a UCA-branded presentation for the end-of-year division celebration. Dr. Thomas will present. I will provide blank slides and content outline.”
  2. If you have supporting files (e.g., text, images, or examples), upload them under Attachments by clicking “Select Files.”

Step 7: Set Deadlines

  1. Under Project Due Date, select when you need the final project.
    • You must provide a minimum of two-weeks for us to work on a standard project. We cannot guarantee a finished product without this timeframe and your full cooperation during the design process. If you need something sooner, you will need to connect with our office directly prior to submitting a form.  
  2. Add the Event Date if the project is tied to an event.

Step 8: Additional Project Information

  1. Goal for this Piece: State the purpose (e.g., “Provide presentation materials for an event.”)
  2. Where Will the Materials Be Used?: Choose all that apply:
    • Email
    • Event
    • Internal
    • Social Media
    • Direct Mail
    • Website
  3. Audience: Select the target audience:
    • Current Students
    • Faculty & Staff/Internal
    • External Partners (High School Counselors, Teachers, Vendors)
    • Parents/Guardians
    • Prospective Students (e.g., First-Time Freshman, Transfer, Out-of-State)
  4. Audience Specifications:
    1. Detail your audience specifics (e.g., Prospective high school juniors in Arkansas)

Step 9: Submit the Form

  1. Review the form for accuracy.
  2. Click Submit at the bottom of the page.
  3. You’ll see a confirmation page that says “Strategic Communications Project Request Submission.”
  4. You’ll also receive an email confirmation with form details.

Step 10: Schedule a Meeting (Optional but Recommended if new project)

  1. On the confirmation page, you’ll see a “Schedule a Meeting” button.
  2. Click it to book a 15-minute Strat Comms Project Briefing.
  3. Choose an available time slot that works for you.

💡 After submission, the Strategic Communications team will review your request and follow up if they need more details. You can also contact us at stratcomms@uca.edu.