6.6.1 Publication Standards
Marywood's publications help to shape impressions and information about the University. Publications that may be viewed by external constituencies - without regard for the origin of the publication or the department budget to which it is charged - are to be channeled through the publications office for editing, design, production control, and cost efficiency.
Financial data to be included in any publication must be approved by the Business Affairs Office. Marywood publicity and other media contacts must be cleared through the Marketing & Communications Office. The Marketing & Communications Office will handle details for getting the job edited, designed, and printed, and will be in touch with the client as production moves ahead. The Marketing & Communications Office will handle details of production including screening of bids and decisions on use of outside vendors. The publication staff helps in the following ways:
- consultation and scheduling of publication pieces;
- writing, editing, or rewriting copy in line with procedures outlined;
- designing publications;
- arranging for photography shoots;
- approving submitted photography and art work;
- planning and executing preparation of printer specifications;
- obtaining cost estimates and using a competitive bid process;
- coordinating typesetting, editing, proofreading, and final production;
- translating files from personal computer or mainframe.
6.6.2 Planning Your Publication
Start as early as possible. When you have an idea about the kind of publication you want, contact the Publications Director in the Marketing & Communications Office to make an appointment. The Marketing & Communications Office may refuse in-house work based on a priority basis, if insufficient notice is given prior to publication deadline. Client-signed purchase order authorization is considered by the Marketing & Communications Office as permission to initiate services and purchase materials to complete the job.
In order to maintain a smooth flow during the production process and to meet scheduled deadlines, it is essential that we maintain contact with one individual in the division or department. If more than one person is to be involved in the approval process, please involve that person at every critical step in the production process and do not wait until a final sign off is requested.
Advance publications planning is of utmost importance in order to keep within budgets and to maintain production schedules. Most people underestimate the time needed to produce a publication. There are many variables in the time required to produce a publication, including the size of the publication, the complexity of design, the number of copies, and the schedule and workload in the publications office. On most projects, it is best to allow six to eight weeks to produce a finished piece.
End-of-Fiscal-Year Requests. Material or requests for printed product submitted after April 1 (for completion by June 30) cannot be guaranteed to be delivered by June 30 for that budget year with the exception, schedule permitting, of client-generated copy with supplied, acceptable photography submitted by May 1.
The visual presentation of an organization creates a general impression to its public. These impressions should communicate a unified consistent message. Under the Marketing and Communications Department, the publications office has established a visual style for the University and strives for a unified approach in all interrelated design elements. Marywood University is visually identified by specific typeface titles and headings. All typesetting is carefully selected and placed to bring uniformity to the total layout. Although this style seems well defined, it is flexible enough to incorporate the needs of individual clients.
While no charge is rendered for most of the production services performed by staff, cost for typesetting, printing, paper, envelopes, preparing camera-ready copy/negative, color proofs when requested, photography relative to ad or publication, and mailing are charged to the client's office or initiating department. The Marketing & Communications Office will prepare the purchase order for the publication, which must be signed prior to scheduling production. This step gives approval to produce the work by the initiating division or department. All sign-offs must be secured from the appropriate administrator.
6.6.6 Copy Specification, Design and Layout, Manuscript Preparation
The Marketing & Communications Office will draw up specifications and determine format, typeface, artwork, and general appearance after consultation with the client. The Marketing & Communications Office retains the artwork for all printing. Final decisions on design, copy and layout rest with the Marketing & Communications Office.
The production process will begin when all material for the publication is in hand. If a publication requires copy written or rewritten by staff, material must be submitted at least one week earlier than scheduled. Major publications require a longer period of time and will be scheduled accordingly. It is the responsibility of the department requesting a publication to gather the information and ensure its accuracy.
The following guidelines should be adhered to while typing documents in a word processing program for transfer to the Marketing & Communications Office:
- Do not indent paragraphs or center headlines.
- Hit the return key only at the end of a paragraph.
- Never hit the return key more than once in succession.
- Use the tab key only when inputting tables.
- Never hit the tab key more than once in succession, even when producing a table.
- Copy will be accepted electronically in the following formats: on disk, preferably as a Microsoft Word format for Macintosh, but PC format can be adapted, accompanied by a printed hard copy of the document.
6.6.7 Photographs, Artwork
Photos and artwork are arranged through the Marketing & Communications Office. The office maintains a file of photos and artwork that may be used for your publication or Web Page.
6.6.8 Production Process
The Marketing & Communications Office reserves the right to refuse projects, which do not allow sufficient time for production and printing.
6.6.9 Off-Campus Printing
Off-campus-printing firms are used for large printing jobs. The University admissions package, posters, envelopes, calendars, and other large pieces, and other selected jobs may be printed outside. The Marketing & Communications Office endeavors to secure up to three price quotations before we engage a printer. The Marketing & Communications Office evaluates these quotes and selects the best printer for University needs. Extra time must be allowed for processing outside printing jobs.
6.6.10 Cost and Time Estimates
Production time estimates are given when a job is initiated and due date assigned. The time needed varies according to the complexity of the job and the workload of the office. Production time estimates are based on the date a requisition and copy are submitted and do not take into account extensive changes once a job is under way or delays in the approval of proofs. Allow at least six weeks for small pieces and longer for larger publications. We do our best to help you get your job when needed, but rush work is expensive. Planning ahead, proofreading the first copy very carefully, and submitting all copy at the same time are the best ways to keep costs down and to meet deadlines.
Upon request, we can try to give a cost estimate when we have received all your copy and the quantity you desire. A week to 10 days should be allotted for this. This is a budget estimate process only, not a formal bidding.
6.6.11 Publication Quotes
Vendors are selected on the basis of job requirements. Estimates are provided based on specifications presented. Costs escalate as changes are made during the production process. Please note that prices quoted are estimates to do a job, and not the actual cost. Formal bids become possible only after approved copy and comprehensive layout. The final billing will include any additional charges, such as author's alterations after typesetting is completed.
6.6.12 Printing Trade Policy
The print trades require that the customer accept and pay for overruns of up to 10 per cent as well as accept an underrun of up to 10 per cent. This is usually the exception rather than the rule but is a factor in deciding quantities.