     |
These guidelines are designed to help you and the Office of Communications work together effectively to maintain a high standard of quality for college publications. The Office of Communications maintains the responsibility for design and photo editing. Photos may be requested, but the Office of Communications will not use the photo if it is of poor quality or does not compliment the design and may substitute as needed (see submitting digital images and photos).
Procedure
• A previously printed piece marked up with changes or complete copy is submitted to the Office of Communications (see preparing copy below). No job will be started until copy is complete. Be sure to allow the Office of Communications plenty of time to prepare the job for expected delivery date (see planning a schedule below).
• The Office of Communications will make changes or design the project and send to the appropriate office for approval.
• The person or office initiating the publication bears the primary responsibility for proofreading. Please try to keep alterations to an absolute minimum. This can be accomplished by thorough preparation and editing before giving copy to the Office of Communications. Proofs must be signed on the “red stamp” (“o.k. as is,” or “o.k. with corrections”) to avoid any misunderstanding and must be returned promptly if the production schedule is to be met. No job will be sent to the printer until the “red stamp” has been signed. Proofs should be read carefully before the job goes to the printer, as changes after that point can be costly.
• The office representative should provide the Office of Communications with an account number for billing and purchase order purposes.
Quoting and Printing
It is the policy of the Office of Communications NOT to release artwork to the client. For assurance of quality, to avoid miscommunication with the printer, as well as to ensure a timely delivery, the Office of Communications is responsible for design and production of the job from beginning to end. This includes obtaining quotes, and overseeing pre-press and printing. Quotes will be obtained from reputable printers, based on the type of printing required. It is the Office of Communications’ responsibility to send the job to the printer they believe is best for the project in terms of both quality and cost. The client may request to see the final proof from the printer, before the job is printed; however making changes at this point can be costly. We do recommend that in-house proofs be read carefully before the job is sent to the printer. The Office of
communications will be sent all proofs from the printer.
Delivery and Distribution
The Office of Communications is responsible for overseeing delivery of the job to the client. However, it is the client’s responsibility to confirm delivery of the correct quantity from the printer and for the storage and inventory of printed materials.
Planning a Schedule
• Allow enough time for design, layout, preparation and printing so that you receive the best job for the money invested. Printers need approximately two weeks to produce proofs and to print a job. (They can require up to a month for more complicated jobs.)
• If your publication is to be mailed, be sure to add additional time to assure timely delivery.
• Please be sure the project is approved and the funds have been allocated before bringing the job to the Office of Communications.
Preparing Copy
1. Please submit copy in either of the following ways:
a) via e-mail attachment to person designing the
publication.
b) on a disk, saved in Microsoft Word, WordPerfect,
or as generic text.
2. Do not submit copy formatted with tabs, indents, or
double spaces after periods. (These add to production time, as they must be removed before the layout process begins.)
3. Be sure all copy is complete, accurate, and edited carefully prior to submission.
Submitting Digital Images and Photos
Quality photos or slides may be submitted. Digital Images may be submitted either on CD, disk or via e-mail. The Office of Communications reserves the right to determine if an image or photo is suitable in terms of quality and format, and may substitute if necessary.
When submitting digital images it is important to keep in mind the following specifications:
• Preferred image resolution is 300 dpi. Some digital cameras cannot produce high-resolution images. If your camera does not offer a mode that can save a file that takes up at least 5MB of disk space, then it probably is not sufficient for quality print work. You can tell if your image has sufficient resolution by checking its file size. Example: an image up to 5 x7 should be at least 12MB.
• Filetypes: TIFF or EPS. JPG images can be used as long as the image is 300 dpi for print of 72 dpi for the web. If an image is large and contains large number of pixels, it may be suitable for print work. The Office of Communications can make this determination.