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Publication Planning Guide

In trying to maintain an organized and efficient workflow for University publications, these are the following guidelines:

Plan Ahead.

Please allow adequate time for all phases of a publication job: research, copy writing, layout and design, photography or image creation, proofing, and printing.

Since not all publications are alike, the time needed to produce them also varies. A simple, one-color flyer may be completed in two weeks; a full-color brochure may take several months from concept through delivery.

Projects are accepted on a first-come, first-served basis.

Jobs are classified as follows:

Small: (post cards, invitations, simple dinner program) / allow 14-21 working days
At printer (5-7 working days)
Final proof (1-2 working days)
Design production (5-7 working days)
Proofing (2-3 working days)
Editing (1-2 working days)

Medium: (brochures, newsletters, posters) / allow 25-38 working days
At printer (7-10 working days)
Final proof (2-3 working days)
Design production (10-15 working days)
Proofing (3-5 working days)
Editing (3-5 working days)

Large: (catalogs, programs with ads, magazines) / allow 42-57 working days
At printer (10-14 working days)
Final proof (4-6 working days)
Design production (20-25 working days)
Proofing (4-6 working days) Editing (4-6 working days)

Communicate with administrative assistant in University Relations.

When initiating a new publication job, call Julie McAbee at ext. 8240 or fill out a publication request form.  At that point a meeting with a graphic designer may be set if necessary.

For most repeat jobs, a phone call will suffice if there are minimal changes.

E-mails with no phone call or in-person discussion will not be completed.

In preparation for an appointment, you should determine the following:

  • A general idea of scope and intent, as well as audience
  • If possible, bring sample publications that are similar to what you expect of your finished piece
  • A budget figure, including account number; quantity, delivery and packing instructions; and date needed
  • Mailing instructions – Is the piece to be mailed? How? Do you want return service? If so, what kind?

Web placement.

Does any part of the job need to be posted on the Malone website? It is important to know this information at the beginning of a job. Prepare files for design. Text should be submitted through email to designer after job has been assigned. Please send all text together at one time. Microsoft Word format is preferred. We can not accept Publisher files. All text should be proofed and spell checked before it is submitted. Additions and changes will extend the time necessary to finish the project. When typing, please be careful to only use one space after periods. This is the currently accepted practice for computer word processing.

Proof the job in a timely manner.

After a proof has been received, please look it over as soon as possible. If, for some reason, there is a need to delay the job at this point, please notify the assigned graphic designer. Mark any corrections on the proof and send it back to University Relations as soon as possible. The publication will not be sent to print until a final sign off is given.

Grant final approval.

Each job should be carefully proofed by the initiating department (see above). Special attention should be given to names and dates. It is the responsibility of the initiating department to make sure that information is correct. University Relations will also proof for grammar and style, but ultimate approval lies with the department ordering the pieces. A final sign off should be given.



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