CPUT PROCUREMNT AND BRAND MANAGEMENT OF CORPORATE GIFTS, CLOTHING AND MERCHANDISE AND ELEMENTS Guideline & Standard Operating Procedure
1. PURPOSE This guideline provides a clear and consistent process for the procurement, design, manufacture and use of Cape Peninsula University of Technology (CPUT) corporate gifts, clothing and branded merchandise. It is intended to ensure compliance with the University’s procurement requirements and to protect the integrity, consistency and reputation of the CPUT corporate identity. 2. BACKGROUND
CPUT has appointed a has contracted a vendor to manage and operate a CPUT Shop on campus. CPUT departments, faculties, units and support divisions can purchase their corporate gifts, clothing and branded merchandise directly from the contracted CPUT Shop supplier. Marketing and Communication Department (MCD) remains responsible for the management and protection of the CPUT corporate identity and brand and anything bearing the brand must be approved by MCD prior to production. 3. STANDARD OPERATING PROCEDURES CORPORATE GIFTS AND CLOTHING 3.1 CPUT Corporate Identity and Brand Manual All use of the CPUT corporate identity is governed by the official CPUT Brand Manual and may not deviate from the prescribed brand standards. Departments and appointed suppliers are required to familiarise themselves with the Brand Manual before developing or proposing any branded merchandise. The CPUT Brand Manual is available on the CPUT website or may be accessed via:
CPUT Brand Manual https://issuu.com/cput6/docs/cput_brand_manual
The Brand Manual provides guidance on, amongst other things:
Correct use of the CPUT logo; Logo positioning and proportions; Approved colours; Typography; Corporate identity elements; Clear space and minimum size requirements; and Correct application of the CPUT brand across various platforms and products.
3.2 Mandatory MCD Brand Approval MCD must approve all use of the CPUT corporate identity element prior to production. No corporate gift, clothing item or branded merchandise bearing the CPUT corporate identity may be manufactured or produced without prior approval from MCD. This applies to all branded items, including but not limited to:
Corporate gifts; Clothing and apparel; Jackets and golf shirts; T-shirts; Caps and hats; Bags and laptop bags; Stationery; Promotional items; Awards and recognition items; Event merchandise; Banners and Gazebos AI Generated Graphic Material Branded accessories; and Any other item carrying the CPUT name, logo or corporate identity.
Should the appointed supplier or vendor require the official CPUT logo files or artwork, the supplier must consult MCD for the formal CPUT Logo Pack. The CPUT corporate identity must not be sourced from unofficial websites, previous merchandise, internet searches, social media platforms or other unauthorised sources. 3.3 Submission of Proposed Designs All proposed designs must be submitted to MCD by the appointed vendor/supplier prior to production. No AI generated concept designs on RFQ’s will be approved.
The submission should clearly indicate:
The product/item to be manufactured; The proposed placement of the CPUT logo; The size of the logo; Colours and finishes; Any other CPUT corporate identity elements being used; and A visual mock-up or artwork of the final proposed product.
The supplier may only proceed with production once MCD has provided the required approval. Approval of artwork must be obtained before production and not retrospectively.
3.4 Scope of MCD Approval MCD’s approval relates specifically to the use and application of the CPUT corporate identity elements. MCD does not approve the procurement of any particular item. The choice of any particular item remains the responsibility of the department. MCD does not approve other content or messaging placed on corporate gifts, clothing or merchandise, unless such content forms part of the official CPUT corporate identity. Departments remain responsible for ensuring that any additional wording, messages, names, event details, slogans, programme information or other content placed on merchandise has been appropriately authorised by the relevant delegated departmental authority. Where necessary, departments should consult the relevant internal stakeholders regarding the approval of such additional content.
3.5 Departmental Approval for Purchases All purchases of CPUT corporate gifts, clothing and branded merchandise must be approved by the relevant delegated departmental authority before the order is placed. Departmental approval and MCD brand approval are separate requirements: Departmental approval → Confirms that the purchase is authorised and complies with the department’s applicable budget and approval processes. MCD approval → Confirms that the use and application of the CPUT corporate identity comply with the University’s brand standards. Both approvals must be obtained where applicable before production and/or procurement is finalised.
4. PROCUREMENT OF CORPORATE GIFTS AND MERCHANDISE All departments, faculties, units and support divisions:
Can purchase CPUT corporate gifts, clothing and branded merchandise directly from the contracted CPUT Shop supplier. Must follow all applicable CPUT procurement and financial procedures. Must obtain approval from the relevant delegated departmental authority before placing an order. Mus provide the supplier with sufficient lead time for product sourcing, design, MCD approval, production and delivery. Ensure that proposed branded artwork is submitted to MCD before production. Ensure that the final product corresponds with the artwork approved by MCD.
Departments shouldn’t independently commission the manufacture of CPUT-branded merchandise without following the prescribed procurement and brand approval processes. 5. ROLE OF THE MARKETING AND COMMUNICATION DEPARTMENT (MCD) MCD remains the custodian of the CPUT brand and corporate identity. MCD is responsible for:
Managing and protecting the CPUT corporate identity; Ensuring consistent application of the CPUT brand; Providing guidance on the use of the CPUT logo and corporate identity elements; Providing the official CPUT Logo Pack where required; Reviewing proposed merchandise artwork; Approving the use and application of CPUT corporate identity elements prior to production; and Ensuring that branded merchandise aligns with the CPUT Brand Manual.
MCD does not assume responsibility for the procurement, payment or departmental authorisation of merchandise purchases. 6. ROLE OF THE CONTRACTED CPUT SHOP SUPPLIER The contracted CPUT Shop supplier is responsible for:
Supplying corporate gifts, clothing and merchandise to CPUT departments; Providing suitable product options and quotations; Preparing proposed artwork/mock-ups for branded items; Submitting proposed designs to MCD for approval before production; Ensuring that only approved artwork is sent for production; Producing merchandise in accordance with the approved artwork; and Ensuring that the final product reflects the approved CPUT corporate identity application.
The supplier may not alter approved CPUT artwork without obtaining further approval from MCD. 7. APPROVAL PROCESS The following process must be followed for all CPUT-branded corporate gifts, clothing and merchandise: Step 1: Department identifies its corporate gift, clothing or merchandise requirement. Step 2: Department obtains the necessary approval from the delegated departmental authority. Step 3: Department engages with the contracted CPUT Shop supplier regarding product options and pricing. Step 4: Supplier prepares the proposed branded artwork/mock-up. Step 5: Supplier submits the proposed design to MCD for brand approval. Step 6: MCD reviews the application against the CPUT Brand Manual. Step 7: MCD provides approval or requests amendments to the proposed artwork. Step 8: Supplier incorporates any required amendments and obtains final MCD approval. Step 9: Only after final MCD approval may the supplier proceed with production. Step 10: The supplier produces the merchandise in accordance with the approved artwork.
8. NON-COMPLIANCE No department, supplier or vendor may manufacture, reproduce, distribute or use merchandise carrying the CPUT corporate identity without the required MCD approval. Merchandise produced without prior MCD approval may be rejected and may not be authorised for official CPUT use. Any unauthorised alteration, reproduction or application of the CPUT corporate identity may constitute a breach of the University’s brand requirements. Departments and suppliers are therefore encouraged to engage with MCD at the planning and design stage to avoid delays, additional costs or the production of merchandise that does not comply with the CPUT Brand Manual. 9. KEY PRINCIPLE The following principle applies to all CPUT corporate gifts, clothing and branded merchandise: MCD remains responsible for the integrity, consistency and management of the CPUT brand. Accordingly:
Department Responsible for identifying the requirement, obtaining departmental approval and budget authorisation. CPUT Shop / Contracted Supplier Responsible for sourcing, supplying, designing and producing the merchandise in accordance with approved specifications. MCD Responsible for approving the application of the CPUT corporate identity before production.
10. QUICK REFERENCE: WHAT MUST BE APPROVED? Requirement
Responsible for Approval
Purchase of corporate gifts/clothing Departmental budget Product selection and quotation Use of CPUT logo Application of CPUT corporate identity Merchandise artwork/mock-up approval Additional wording/content Production of CPUT-branded merchandise Final brand compliance
Delegated Departmental Authority Delegated Departmental Authority Department / Procurement / CPUT Shop MCD MCD MCD Relevant Departmental Authority Only after required approvals MCD