1. Does completing the form guarantee that my request will get done?

The ERD request form is a request for support, rather than a guarantee.

  • We may feel that there are more suitable solutions or ways to meet your objectives than those you specified e.g. a different form of media or approach. We will consult with you on the best approach to take before starting.
  • Your request might be best served by another area of the University or an external organisation; or it is not an appropriate use of our resources.
  • It may also not be possible to fulfil your request due to time constraints and workload. (See point 6)

If we are unable to fulfil your request, we will let you know as soon as possible, and provide alternative suggestions.

2. Why do I need to complete this form?

The aim of our External Relations traffic management system is to improve your experience of working with us. This process allows us to:

  • Make better use of our resources
  • Find the most effective solutions for your needs
  • Ensure the right people are working on your tasks
  • Prioritise requests for support
  • Add value in terms of strategy

We also manage lots of approved suppliers and agencies who can help meet your needs.

The briefing form helps us to define your objectives and outcomes. This process also means you will only need to speak to one member of our team about your project instead of a representative from each of our areas.

If you need any assistance with the form, we can help you via phone or in person. We log and track all requests for services to enable us to enhance our customer service.

Any requests sent directly to staff within External Relations – which consists of Admissions, Marketing, Communications, Global Recruitment (domestic and international, flexible off-campus delivery and widening participation), Strategy, Community Engagement, Botanic Gardens, Attenborough Arts, Development, Alumni Relations and Events will be re-routed to ERD-requests@le.ac.uk.

If you require alumni support you will need to select the ‘Alumni’ tick box and complete part two of the form, this is for Data Protection purposes (see point 13).

3. The form is very long – why?

It is important that we capture your requirements at the start of the process to ensure we offer you the right solutions for success. The more information you can give us, the easier it is for us to do this - and the quicker we can get to work on your project.

The form can be completed in under three minutes assuming you have already considered the purpose and objectives of your request. There may be questions that you don’t think apply to your request, but please try and complete the form as fully as you can.

If you have already spoken with someone in External Relations about your project, please remember to mention this in the form.

The process is even quicker after your first request as your personal information, name, contact details are automatically filled in on all subsequent forms.

4. How do I know if the form was sent?

After pressing submit to send the form, you will be taken to a ‘Thank you’ page, which will also show you a copy of your request. You will also receive an email copy of your briefing form for your records. 

We will respond to your request within five working days. If you have not received a response by then, please contact erd-requests@le.ac.uk.

5. I’ve submitted the form, now what happens?

We will respond to your request within five working days, directing you to the relevant person or team who will discuss your request with you and take it forward. For bigger projects you will be allocated a project lead, who will be your main contact for all aspects of it.

For complex projects we may need to organise further meetings to fully understand your requirements. We will keep you updated on progress throughout the length of your project.

6. How long will my project take to complete?

External Relations receive hundreds of requests per month.

For projects involving design and print, we advise 20 working days for completion. However, where possible, we aim to complete projects in a shorter time.

A breakdown of the 20-day timescale is below:

  • 5 working days for triage to allocate the project.
  • 10 working days (2 weeks) for our designers to provide the first proof.
  • Allow time for changes or amendments.
  • An extra 2-3 working days for the proof to be signed off by the Head of Marketing or Head of Brand.
  • If you are printing materials, e.g. a poster or a brochure, Print Services require up to 5 working days for print and delivery after sign off.

For projects that involve a number of assets, and those including copywriting, new brochures, web services, exhibitions, launches, open days etc., additional time may be required. This is determined by the amount of work required to complete the request. This will be discussed with you by your project lead when the request is allocated. Additional time may also be required if further assets/work are requested after the commencement of the project.

Please consider these timings when you are completing the request form.

7. Is there any way the project can be completed quicker?

For design and printed material, you can help us complete your project quicker/ meet your deadlines in several ways:

  • Ensure you complete as full a brief as possible on the form. It really helps if you can supply complete and final versions of any copy or content at this first stage. This saves time with proofing and amends. Please note, we can’t start your project without any content.
  • If you require images for your material, please let us know if you have any specific in mind, or if you have an idea of what you want.
  • Once you receive a proof from the design studio, you are responsible for checking it for accuracy. The quicker you are able to do this and return it, the less likely there will be delays.
  • Once you are happy with your proof we will ask you to complete a sign off form. Please complete and return this as soon as you can.
  • Plan in advance and give us plenty of notice. The earlier we know about your job the better, so please don’t leave it until the last couple of weeks. Lots of projects e.g. events or refreshing course material are planned well in advance or are annual, so do get in touch sooner rather than later.

8. We used to have things turned around inside a week, now it takes longer…

The purpose of our new service model is to allow us to make better use of our resources, prioritise requests for support in terms of their strategic importance to the University, and put the right people onto the tasks. The length of time usually depends upon the size and complexity of the job.

9. I have been talking with the department who is doing the work, why do I have to fill out a form and why do I have to wait?

We need to log and track requests to enable us to enhance our customer service and ensure we deliver what you need in order for your project to be a success. Many people have phone conversations, meetings etc on a number of possible projects but your first step before all of this should be to fill in a project request form so we can allocate the right resources. The longer you leave sending in a request, the more chance you have of it not being completed in time. 

10. I don’t know what help I need

Our Little Black Book (PDF), also known as the External Relations Division Service Capability Profile can help. It outlines all of the support we offer, including strategic advice, assistance with events, preparation of marketing material, alumni stewarding, creating and placing advertising, analytics and market intel requests, media releases and so much more. You can find a copy here or we can send you a copy. We can work with you to help develop your project and work out your requirements.

11. I don’t know my budget or charge code, what should I do?

Don’t panic, simply enter ‘unknown’ in the boxes. We will advise you of any costs before we start work.

12. I ticked a box asking for help from a department and they didn’t – why?

When we receive a request, we read through it carefully to establish what it is you are trying to achieve. We allocate the project to the most appropriate area/s and person/people to assist you, which may not always be the areas you asked for initially.

You will be kept informed throughout the length of the project and if something calls for extra, then that’s what we will give. In contrast, you may have only ticked one box, but we may feel you would be better served using other departments too, so we will also get them involved.

13. I ticked the box for Alumni, why do I have to fill in another form?

Request for alumni data need to adhere to the Data Protection Act; the second form is necessary for requests of this nature to comply with this.

14. Why can’t I send bigger attachments?

At the moment you can only attach files up to 5MB. If you need to send larger attachments, simply send them directly to erd-requests@le.ac.uk immediately after you have completed your request form. Alternatively, you could ‘zip’ them for inclusion with your form.

Once a project lead has been allocated to your project, you can send large files or amounts of content over the University’s Filedrop service

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Contact us

For project requests, please complete the form on SharePoint.

For all other enquiries, please contact the External Relations Division by email:
ERD-requests@le.ac.uk or call 0116 223 1756

All staff in the External Relations Division are based in Enkalon House on Regent Road.