The Office of Strategic Communications needs sufficient time for writing, designing, and overseeing production of published materials. To request assistance with a publication, please fill out the Visual Materials/Graphic Design Request Form.
BEGIN EARLY!
Remember, the more time available to work with you, the better the final product. Also remember that each publication may need to be put on a production schedule with an external vendor. While Strategic Communications may be able to design your piece within a short time frame, a printer needs sufficient time to produce the piece. This may include ordering special paper or other special needs. Printers usually need 2-3 weeks after the art has been approved to produce the final product.
Please contact the Strategic Communications at least six weeks prior to the date that you will need your publication.
Be prepared to provide Strategic Communications with the following:
- Purpose of and audience for your publication
- Manner of distribution of publication
- Format of the printed publication
- Number of copies needed
- Time constraints
- Budget number to be charged and total budget allocated for project
Preparing the Copy
Our office is available to help you with writing your publications. Please provide the basic details and the staff will assemble them into the appropriate format. You will have an opportunity to review the written material and approve it before it is printed.
If you write the copy
All copy must be submitted in a digital format.
Staff will review the copy for general editing and in accordance with the University style guide.
When preparing copy, don't try to duplicate how the final printed publication will look. Rather than using uppercase letters or bolding and underlining words to call attention to certain text, note this information in comments in your digital file.
Avoid using extra tabs, columns or extra spaces in preparing the copy.
If you have a particular format in mind, bring a sample or mock design with you rather than doing any layout on the digital version of the copy.
Revising an existing publication
If your project is an update of a previously published piece, you may be able to use the old piece to make your changes. During your initial meeting, staff can tell you if the publication is on file. If so, neatly write the new text above or on the side of the printed piece in red ink. If the publication is not on file, you may need to submit the text digitally.
Proofreading
Strategic Communications will be responsible for the initial proofreading of any publication. Final approval, however, will be your responsibility. Be sure to not only spell check but read through the publication, as spell check does not pick up words that are spelled correctly but improperly used.
Accurate copy
One of the most important components of the publications process is the need for accurate and final copy. This is a crucial element of the design. Without final copy, we cannot guarantee cost and may not be able to meet the project deadline due to redesigns and printing changes.
Strategic Communications is available to:
- Prepare and edit your copy
- Design your publication
- Prepare and send out bids to printers
- Manage your printing needs