Communication Resources

For questions or assistance relating to any items below, please content Jessica Wilmoth, director of marketing and communications for the School of Dentistry.

A

Advertising

If you are interested in paid advertising for your program or department, determine:

  • your budget
  • target audience
  • focus of message
  • format (print, web, broadcast, digital, etc.)

Announcements

Students, faculty and staff of the WVU School of Dentistry can submit announcement and news requests for possible publication and distribution through various communications channels. Submissions must involve an official WVU School of Dentistry unit or have a direct connection to the dental school and its related organizations or initiatives.

Announcements related to the School of Dentistry and WVU Health Sciences appear on the Health Sciences Hub and may appear in News + Notes, Health Sciences Weekly and/or MOUNTAINEER E-News.

For more information about distribution, see ‘e-News.’

For more information about news, stories and press releases, see ‘News and Stories.’

B

Brand and Trademark Licensing

The brand and trademark licensing team provides guidelines, tools and resources regarding products for use by colleges, schools and student groups.

Strategic Communications and Marketing can provide assistance with preparing the art for vendors you select for approved licensees. Ordering is the responsibility of your office or unit, along with any financial responsibilities. When ordering branded items:

Business Cards

Business cards are ordered through Mountaineer Marketplace in the WVU Portal. All associated costs are the responsibility of the requesting program or department.

C

Calendar

The School of Dentistry utilizes the WVU Calendar to share events. Calendar events display on the WVU Calendar website, School of Dentistry website and Health Sciences Hub.

Events for the calendar can be submitted by any WVU student, faculty or staff member following the steps listed below. Event approvers will be notified of new submissions, and you will receive email notifications of approval and other event status changes. 

  1. Visit the WVU Web Calendar and sign in using your WVU Login credentials.
  2. Click on the button labeled “Submit an event.”
  3. Populate the event form with as much information as possible and be sure to set a descriptive title, select a department and complete other classification details as appropriate. You'll also need to include a plain-text summary of your event description for use on the InfoStations digital signage network where indicated.
    • When submitting an event intended for the School audience, selected “School of Dentistry” as the Department.
  4. Click on the button labeled “Submit Event” to complete your event submission.

Clinics

See ‘WVU Dental.’

D

Design

The Health Sciences creative staff will help you promote your identity while adhering to the WVU brand. We can design for any need, including advertising, banners, brochures, flyers and signage. When submitting project requests, please include requested information regarding your proposed project and all supporting material, such as photography, graphics, etc., if available.

Due to workload and institutional priorities, design projects are subject to approval. Print and associated costs for design projects are the responsibility of the requesting program or department.

Development

The WVU Foundation solicits, invests and administers private support on behalf of WVU. The Foundation annually provides direct support to the University for many purposes, including scholarships and fellowships; academic program development; chairs and professorships; faculty development and research; equipment and facilities; and libraries.

For more information about giving to the School of Dentistry, contact Director of Development Dee O’Palko.

Directions

The School of Dentistry is located in the WVU Health Sciences Center, adjacent to WVU Medicine J.W. Ruby Memorial Hospital. Short-term parking is available in Mountaineer Station Garage. The address of the garage is 1112 Van Voorhis Road, Morgantown, WV.

WVU Dental clinics, including urgent care, endodontics, oral and maxillofacial surgery and the student clinic, are located in the WVU Health Sciences Center. Patients with an appointment may park in the upper campus parking lot (free for patients) or Mountaineer Station Garage (short-term, paid).

To get to the clinics at the Health Sciences Center using a navigation system:

  1. Enter the address 1 Medical Center Drive, Morgantown, WV. You will likely be directed to J.W. Ruby Memorial Hospital.
  2. From the hospital entrance/parking lot, follow the overhead signs to the Upper Campus.
  3. Travel through a roundabout or circular intersection and exit toward the Upper Campus where you’ll retrieve a pass from the parking attendant.
  4. You will pass the entry to the Emergency Department followed by the entry to the WVU Cancer Institute.
  5. The WVU Dental clinic entry is just beyond WVU Cancer Institute on the right.
  6. Free patient parking is in the adjacent lot. Parking is first come, first served.
  7. As you walk toward the building, follow signs for HSC-North and WVU Dental.

Visit the WVU Dental website for more information and an indoor map.

WVU Dental clinics, including orthodontics, pediatric dentistry, periodontics, prosthodontics and the Dental Group Practice, are located at Suncrest Towne Centre. Patients with an appointment may park in the lot directly outside the building.

To get to the clinics at Suncrest Towne Centre using a navigation system:

  1. Enter the address 451 Suncrest Towne Centre Drive (main clinic) or 453 Suncrest Towne Centre Drive (pediatric dentistry), Morgantown, WV.
  2. The buildings are adjacent to Dairy Queen and Tim Hortons and share a parking lot with PNC Bank and a law firm.

Visit the WVU Dental website for more information.

Directory

Contact information for faculty and staff is available in the Health Science online directory. You can browse the School of Dentistry directory or search the full Health Sciences directory. Students, faculty and staff may also search the WVU directory using WVU Login credentials.

To update your directory profile information, contact Kimberly Geroge-Warnick. User photos can only be uploaded or edited by SOLE Support. Photos should be sent to solesupport@hsc.wvu.edu and meet photo submissions standards.

WVU Medicine and Clinical profiles are listed in a separate directory. Contact the WVU Medicine Helpdesk at 304-598-4357 to make any edits/additions to WVU Medicine and Clinical profiles.

Frequently used extensions:

  • Admissions:
    • 304-293-6646; prospective students applying to the DDS program
    • 304-293-3417; prospective students applying to the Dental Hygiene program
  • Education and Student Affairs: 304-293-5589; dental clinics looking to hire new graduates or share open positions
  • Academic Affairs: 304-293-4393; graduates inquiring about transcripts, certificates, dates, etc.
  • Office of the Dean: 304-293-2521; calls related to marketing, business and finance and all other calls that don't fit a category above

E

Employment Opportunities

Practices and clinics that would like to share opportunities with recent or soon-to-be graduates should contact the Office of Education and Student Affairs or Department of Dental Hygiene.

Individuals interested in employment at the School of Dentistry can view opportunities at careers.wvu.edu.

Individuals interested in employment at WVU Dental can view opportunities at wvumedicine.org/careers.

e-News

The WVU School of Dentistry and WVU Foundation distribute a monthly email to alumni, students, faculty, staff and friends with updates from the school. If you would like to be added to the distribution list, contact the director of development or director of marketing and communications.

Health Sciences Weekly is an internal e-newsletter distributed each Wednesday to all students enrolled in one of the five Health Sciences schools – Dentistry, Medicine, Nursing, Pharmacy and Public Health – and all faculty and staff affiliated with WVU Health Sciences. Items appropriate for these audiences may be submitted online using the Health Sciences announcement form.

MOUNTAINEER E-News is distributed once daily, during mid-morning, Monday through Friday primarily to faculty and staff on all campuses. The companion website, enews.wvu.edu, is updated daily. To submit an item appropriate for all WVU faculty and staff, use the MOUNTAINEER E-News submission form.

WVU Medicine CONNECTions is distributed by email most Mondays to all WVU Medicine Employees. Submissions must be received by 8 a.m. on the preceding Friday to be considered. This email newsletter is intended for the WVU Medicine family. Some links may not be available for users without a wvumedicine.org email address. The companion website, connections.wvumedicine.org, is updated daily.

To submit news and announcement ideas, see ‘Announcements.’ 

F

Facebook

See ‘Social Media.’

Forms

Users should consider one of the following web form service providers.

  • Qualtrics: Qualtrics is a web-based survey tool available for free to all faculty, staff and students. To access Qualtrics, visit qualtrics.comand login using your WVU Login credentials to claim a Qualtrics account. If this is your first time using Qualtrics, click “I Do Not Have An Account” and an account will instantly be created and associated with your Login.
  • Wufoo: Wufoois a paid subscription form service with multiple plans available. Features include a powerful and intuitive form builder, notification system, easy embedding of forms, a reporting tool, data export options and support for visual themes. View directions on using a WVU-branded theme with Wufoo forms.

Users are encouraged to research the available options and select the service that will best meet the project requirements and departmental budget.

Social Security numbers, WVUID numbers, credit card numbers or other confidential data should not be collected via web forms.

You are responsible for any data that you collect via web forms.

G

Graphic Design

See ‘Design.’

H

HIPAA

Members of the School of Dentistry must fully comply with federal HIPAA privacy and security rules and applicable institutional HIPAA policies.

Hub

The WVU Health Sciences Hub provides quick access to many school, clinic and university resources intended for an internal audience, including My Access, WVU Portal, SOLE, WVU Talent and Culture, Faculty Development, HR One Source, Casey Cloud, Kronos and eCampus. Access the WVU School of Dentistry hub.

I

Information Technology Services (ITS)

WVU ITS collaborates with departmental, college and regional campus ITS units to provide an integrated and secure environment for teaching, learning, service and research. To contact the School of Dentistry ITS team, email SODIT@hsc.wvu.edu.

InfoStations/Digital Signage

The Information Stations are an intricate network of digital displays across the WVU campus in areas with many pedestrians and are a great way to raise awareness of an event or important happenings. There are 25 stations on the Health Sciences Campus in Morgantown and six stations on the Health Sciences Campus in Charleston. To add an item, submit an InfoStation request.

In addition to graphics, items on the WVU Calendar will display on the InfoStations through a calendar feed.

Review Common Area Guidelines for printed signage at the Health Sciences Center developed by the Health Sciences Planning Committee. 

Instagram

See ‘Social Media.’

J

Jobs

See ‘Employment Opportunities.’

L

Letterhead

Letterhead is ordered through Mountaineer Marketplace in the WVU Portal. Digital letterhead can be requested online. All associated costs are the responsibility of the requesting program or department.

LinkedIn

See ‘Social Media.’

Live Streaming

See ‘Social Media.’

Logos

When representing a WVU school, college, department or unit, the lock-ups and wordmarks should be visually consistent. All lock-ups and wordmarks are to be created or approved by WVU Strategic Communications and Marketing.

There are two approved logos for dentistry – one for the WVU School of Dentistry and one for WVU Dental.

To download WVU logos, logo lock-ups, taglines, etc., visit the WVU Strategic Communications and Marketing website.

For the WVU Dental logo, contact the director of marketing and communications.

M

Marketing and Communications

The director of marketing and communications is located in the Office of the Dean, HSC-North 1300C.

Media Relations

For assistance with media requests, media training or media advisories, contact the director of marketing and communications.

Review media interview tips in the Health Sciences Communication Guide.

Merchandise

See ‘Brand and Trademark Licensing.’

N

News and Stories

Any media requests from reporters should be directed to the School’s director of marketing and communications or another member of the Health Sciences Communications team.

If you have an idea you think would make an appealing story for news outlets and industry publications, submit it to the WVU School of Dentistry news and announcements form.

News from the School of Dentistry is posted on the school website.

The WVU Health Sciences News site includes communications related to the five health schools – Dentistry, Medicine, Nursing, Pharmacy and Public Health – and numerous health centers and institutes. Contact wvuhealthsciences@hsc.wvu.edu with questions, comments or story ideas.

Selected communications that align with the University’s primary messaging goals are posted to WVUToday, a website that is primarily designed as a media resource. The items posted to WVUToday are sometimes shared individually with media via an email distribution system. Additionally, all are shared via a daily email called the West Virginia University News Digest.

Expert pitches are also posted to WVUToday. Pitches are written by school communicators. If you complete an expert pitch, you will be made available as an expert resource to reporters who are looking for someone to quote for a story on a particular topic. Experts must be available to complete media interviews following the publication of their pitch. Review an example.

WVU Magazine

We tell Mountaineer stories to 175,000 alumni and friends of the University across the United States through WVU Magazine, and its website reaches alumni across the world. We dive into the stories of how the people of WVU are making a global impact. We remind readers what they love about being Mountaineers. Contact WVU Magazine with story ideas and for advertising opportunities. 

Newsletters

See ‘e-News.’

P

Philanthropy

See ‘Development.’

Photography

WVU Photography is available for headshot and in-house photography for Health Sciences units. Costs associated with photoshoots (headshots, events, etc.) are the responsibility of the requesting program or department. Photos for use in marketing materials will be coordinated by Health Sciences Communications. To request a photoshoot, complete the online form.

Prior to a photoshoot, individuals who will participate should complete the WVU Media Recording/Usage Release. If the shoot will take place in the WVU Dental clinics or include a patient, an additional consent form may be required.

When WVU Photography cannot accommodate a request, you may choose to use an outside vendor.

If there is a photo on photos.wvu.edu that you would like to use, you may request a digital file from WVU Photography. Costs associated with photography are the responsibility of the requesting program or department.

You may also download available photos from our associated accounts:

Policies

Clinical policies are available upon request through the Department of Clinical Administration.

West Virginia University, WVU School of Dentistry and dental school program policies are available upon request through the Office of Academic Affairs.

Posters

For poster and banner set up and printing, use WVU print services to ensure proper logos, backgrounds and fonts.

Several WVU School of Dentistry branded poster templates are available for download on the Health Sciences Communication Guide website. 

Press Releases

See ‘News and Stories.’

Print Services

On campus, the Copy Center located in HSC-North G101 provides copy/print services for students, faculty and staff. The Center also provides Mountaineer ID Cards.

For poster set up and printing, please use WVU Libraries print services. They will utilize the proper logos, backgrounds and fonts. Printing is available at the Health Sciences Library during regular business hours. Please visit the Access Services Desk to print a poster. Print and associated costs are the responsibility of the requesting individual, program or department.

Local options are available to use for printing, binding, graphic design services and mailing. The printers listed below work in conjunction with WVU Brand and Trademark Licensing and are familiar with the templates, logos and layout required. Recommendations include, but are not limited to, the following:

Visit the Brand and Trademark Licensing website for a full list of Morgantown Campus and WVU Medicine licensees and retailers. Print and associated costs are the responsibility of the requesting program or department.

R

Research

Visit the Research Communications Support webpage.

S

Signage

WVU Health Sciences is committed to providing an attractive environment for patients, visitors, students, employees and other guests. Furnishings, artwork, posted notices and displays of an educational, promotional or informational nature shall be carefully managed to assure that public areas are appropriate from an aesthetic and functional standpoint. The Health Sciences Planning Committee is responsible for the management of these spaces. 

Signs or room identification are to use Health Sciences standards. Any deviation must be previewed and approved through Facilities Management. Submit a facilities signage request.

Information to help guide students, patients or guests to the location of a scheduled event/meeting sponsored by Health Sciences schools or offices shall be posted on the electronic InfoStations. Temporary poster or directional signage may be used only on the day(s) of an event. Posters must be put on a poster stand and removed promptly when event/meeting is completed. Paper signs are prohibited. Once your event is over, please retrieve notices you have posted to free up space for current items and help us keep these areas professional looking and orderly.

Review common area guidelines.

Social Media

The WVU School of Dentistry has a presence on Facebook, Instagram, X/Twitter and Linkedin. WVU Dental has a presence on Facebook and X/Twitter.

To submit an item for consideration for social media, contact the director of marketing and communications.

While social media is free, it takes a lot of time to manage a new account in the right way. If you're thinking of starting a new account and have questions, contact your communicator. We’d like for you to start your account in the right way – with goals, strong content and ideas for how to keep the account fresh and engaging over time.

Social media is a powerful tool that carries with it many rewards, but with those rewards come personal and institutional risks. The University has developed guidelines to assist the University community in the safe, legal, and effective use of blogs, Facebook, X/Twitter, YouTube, LinkedIn and other social media outlets, and to protect users’ personal and professional reputations and the institutional reputation of the University.

Review WVU Health Sciences social media guidelines.

Review WVU social media guidelines.

Live streaming allows you to interact with potential viewers in real-time. The platforms also notify your followers when you start a live stream.

Facebook Live and Instagram Live allow you to stream content on your page, group, profile or event, including public figure profiles. Meta Community Standards must be followed for all live streams. 

YouTube Live allows you to stream content to your channel via webcam, a mobile device or encoder streaming. Webcam and mobile are considered great options for beginners. Encoder streaming is ideal for more advanced live streams such as connecting to external audio and video hardware and managing an advanced live stream production (like multiple cameras and microphones). YouTube community guidelines must be followed for all live streams.

Survey

See ‘Forms.’

T

Tablecloths

The School of Dentistry Office of the Dean has a limited number of tablecloths for loan on a first-come, first-served basis. If the tablecloths become soiled from use, please wash before returning.

Official tablecloths feature the “West Virginia University” logo only and not the college or program unit name. This is University-wide policy. These tablecloths are exclusively available from Signs Plus. To order, contact Signs Plus at 304-296-6300 or email steve@signsplus.com.

Costs at the last time of update are as follows:

  • 6’ = $280
  • 8’ = $300
  • Convertible (can be 6’ or 8’) = $328

Twitter/X

See ‘Social Media.’

V

Video and Multimedia Production

Health Sciences Communications primarily works on special projects, promoting key WVU Health Sciences initiatives that focus on student recruitment, research and health care commitment and outreach to the state. We can help tell your story by planning, shooting and editing a video to be shared with your audience.

Due to workload, projects are subject to approval and may be deferred based on institutional priorities. Prior to a video shoot, individuals who will participate should complete the WVU Media Recording/Usage Release.

To request a marketing video, submit a video request.

If your project is not for marketing purposes, MDTV is available to produce video in-house at Health Sciences. MDTV is a secured independent telehealth network delivering telehealth and videoconferencing services to several facilities throughout the state of West Virginia. Costs associated with MDTV are the responsibility of the requesting program or department.

W

Websites

The School of Dentistry works closely with the Health Sciences digital team to develop and manage dentistry.wvu.edu, wvudentalcare.org and health.wvu.edu/hub/dentistry.

The School of Dentistry website is designed to inform and attract incoming students, faculty and staff. The WVU Dental website is dedicated to patient care and offers information about treatment and service options. The School of Dentistry Hub is a central place to find links to resources, guidelines and other information that may be important to current students, faculty and staff.

Directors, program chairs and department administrative assistants should regularly take a look at the web pages associated with their area. Newly written content and edits content should be coordinated through the director of marketing and communications.

WVU Health Sciences has compiled a content guide for websites.

For information about the website/online directory, see ‘Directory.’

WVU Dental

WVU Dental is the clinical component of the WVU School of Dentistry, offering care from student, resident and faculty dentists. Patients with questions or appointment requests should call 304-293-6208 or visit wvudentalcare.org.

WVU Medicine

The WVU Medicine logomark is used exclusively by patient care entities and affiliates, including but not limited to WVU Medicine, WVU Hospitals, University Healthcare, WVU Medical Corporation and WVU Health System. For more information about logos, colors, apparel, merchandise, office products and other marketing materials, visit the WVU Medicine Branding Toolbox.

The School of Dentistry is an academic unit of WVU and therefore uses WVU branding. Clinic-related items may also use the WVU Dental brand.

X

X/Twitter

See ‘Social Media.’

Z

Zoom

You must request a HIPAA-compliant Zoom account (sign in required to request) if you use Zoom to discuss patient information. Requests may be submitted by the person needing access or by a student’s supervisor. View HSC Zoom Uses and Prerequisites for more information.