Inside Iowa State

April 18, 2008

An insider's guide to ordering ISU merchandise for the office

by Diana Pounds

Pop Quiz:

You're planning to buy Iowa State gear or souvenirs for your department. In which of the following instances would you be required to file a form with the Trademark Licensing Office before making a purchase?

a) You're buying faculty and staff shirts embroidered with "Iowa State University" and your department name.

b) You're picking up Cyclone mugs and pens at the University Book Store to give to visiting professors and dignitaries.

c) You're planning to give prospective students stress balls emblazoned with your unit's name. And you've already found an ISU licensed vendor who's willing to do the work.

d) You're designing a plaque to present to a guest speaker.

Answer

The only item in the pop quiz that doesn't require paperwork is "b." If you buy Iowa State branded items right off the shelf from a retailer, you needn't do anything other than hand over your purchasing card, said ISU trademark officer Leesha Zimmerman.

If, however, you want to create your own custom designs with the university marks -- for example, an Iowa State shirt with a department name or a plaque with the university nameplate -- you'll need to submit a request to use the marks to the Trademark Licensing Office. The good news is the form (Internal Trademark Use Form) is short, it can be filled out online and trademark staff promise fast turnaround.

Even better, for certain items, you'll save the 8 percent royalty cost that is tacked onto retail products.

Beyond possibly saving royalty costs, there's another important reason to submit the Internal Trademark Use Form. Federal regulations require ISU officials to monitor internal use of the university marks just as diligently as they do external use.

Zimmerman said Trademark Licensing staff will help departments with all phases of the ordering process, from filling out the form to finding merchandise or a licensed vendor.

"With more than 500 licensed vendors, we can provide lists of licensees for virtually any product you can dream up," she said. "If you can't decide what type of product will suit your needs, we have advertising specialty licensees and area sales reps who can help you choose a product to convey your message. If we don't have a vendor licensed for a unique item, we'll find and license one just for you."

How to order custom-designed ISU products for internal use

• Select a licensed vendor to produce the product. If you need help finding a vendor, contact Trademark Licensing at 4-4402 or trademark@iastate.edu.
• Complete the Internal Trademark Use Form at www.trademark.iastate.edu/forms (use the online version to submit electronically and Word version to submit manually).
• On the form, be sure to specify the intended use for the items ordered. The use will determine eligibility for a royalty exemption. Items sold at cost to your unit's members or given away to promote the university are eligible for the exemption.
• If feasible, you may submit an electronic copy of the design with your form. The design may be as simple as a hand-drawn mock-up that's been scanned. Or you may get the design file from your licensed vendor. If you don't have an electronic copy of the design to submit with the form, don't worry. Your licensed vendor will automatically submit the design to the Trademark Licensing office.
• Submit your form. Once Trademark Licensing has reviewed the form and design, an electronic notification will be sent to you and your licensed vendor. It will indicate whether the design is approved or requires changes. Once the form and design have received final approval, the licensee will produce your order.

If you want to create your own custom designs with the university marks -- for example, an Iowa State shirt with a department name or a plaque with the university nameplate -- you'll need to submit a request to use the marks to the Trademark Licensing Office. For certain items, you'll save the 8 percent royalty cost that is tacked onto retail products.