These guidelines are designed to help you, as the client, and the Office of Media Relations work together effectively to maintain a high standard of quality for college publications. The Office of Media Relations maintains the responsibility for design and photo editing. Photos may be requested, but the Office of Media Relations will not use the photo if it is in poor quality or does not compliment the design and may substitute as needed (see submitting digital images and photos).
- All pictures, text, and information needed for the project should be submitted before design of the project begins. (see preparing copy below). No job will be started until all materials are given to the layout designers. Any delay will cause a delay in delivery date. Be sure to allow the Office of Media Relations plenty of time to prepare the job for expected delivery date (see planning a schedule below).
- The Office of Media Relations 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 Media Relations and by adequately conveying ideas and vision of project with layout designers before design process takes place. Proofs must be checked and signed to avoid any misunderstanding and must be returned promptly if the production schedule is to be met. The client is allowed only two proofs before the project is sent to the printer. No job will be sent to the printer until the project has been signed. Proofs should be read carefully before the job goes to the printer, as changes after that point can be costly.
Quoting and Printing
For assurance of quality, to avoid miscommunication with the printer, as well as to ensure a timely delivery, the Office of Media Relations 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 client’s responsibility to send the job to the printer they believe is the 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 Media Relations will be sent all proofs from the printer.
Delivery and Distribution
The client is responsible for overseeing delivery of the job. It also is the client’s responsibility to confirm delivery of the correct quantity from the printers 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. The Office of Media Relations needs at least 2-4 weeks for layout preparation and for the proofing process. 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 Media Relations.
Preparing a Copy
1. Please submit text and photos in either of the following ways:
- via e-mail attachment to person designing the publication.
- on a CD or floppy saved in Microsoft Word, Word Perfect, or as generic text.
- via online work request form
2. Do not submit text formatted with tabs, indents, or double spaces after periods. (These add to production time, as they must be removed before the layout process begins). Do tab lists, such as statistics.
3. Be sure all copy is complete, accurate, and edited carefully prior to submission.
Submitting Digital Images and Photos
Quality photos and digital images may be submitted. Digital Images may be submitted on CD, but original photos are preferred. Office of Media Relations 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 5x7 should be at least 12MB.
- File-type: TIFF or JPEG (only if transferred through email or web form)