Publication Guidelines

The Office of Public Relations is available to facilitate the production of the best possible quality of publications. Your awareness of these guidelines will ensure a result that will satisfy everyone.

Starting a Project
Your first step is to discuss the concept of your project with your immediate supervisor. After gaining the support of your supervisor, contact the Public Relations Office to discuss the project with Susan Baechtel, Director of Public Relations.

An initial meeting on the project will be held. At this time, you will need to provide your room number or the room where the publication is to be delivered, the phone number where we can reach you when we need you to check proofs, and budget number which is needed to expedite color print jobs, whether the job is done internally or externally.

The meeting will cover these topics:

• Time frame
• A review of procedures
• The copy
• Sketchy ideas for graphics
• Quantity
• Decision about printing inside or outside
• Cost
• Budget codes to cover the costs related to the project

Time Frame
Please be aware that on any given day the public relations office is working on two dozen projects. Most of these -- with the exception of catalogs and multi-page documents -- can be edited in one or two days and completed in Graphics in one or two weeks. Graphics work is the layout, typography, and the artwork, including photography.

The printing can take three to four weeks, depending on the project. Some projects, of course, can be done more quickly than others. But as a rule, plan your print needs six weeks in advance. Multi-page jobs, such as catalogs and booklets require more time.

Rush Jobs
Depending upon the time of the year, we may be able to accommodate a rush job, but we do not like to cut corners because this is how mistakes are made. Further, rush jobs require us to bump other projects and those who have planned ahead. If you know you are going to have a rush job, let us know in advance, so that we can prepare for it. We will try our best to accommodate your needs.

Procedures
The PR office follows established procedures to assure the quality of publications. Please plan ahead to allow time for your project to be done properly.We welcome your suggestions for use of pictures and all other matters. You will have the opportunity to review final copy with revisions, art and graphics, and a final check of the printer's blueline.

Copy
Usually the originator provides the copy, and the PR office edits the copy and proofreads. Copy should be provided on a disk or by e-mail. The PR office cannot provide typing service, but we can collaborate with you on developing appropriate copy.

Spell-check and fact check before submitting your copy. Pay particular attention to dates, times, places, indicia, and the spelling of names and titles.

You must obtain copy approvals (by using the proofreading checklist) from supervisors before submitting your copy to the PR office. 

Proofreading. The PR office will proofread copy before final publication, you will be responsible for proofreading as well, and sign the proofreading checklist before the piece can be produced.

Graphics
Art will be selected and the publication will be designed. Your input is welcome and you will have the opportunity to review final design.

Outside Printing
Some jobs cannot be handled in-house and need to be printed outside. Jobs to be printed outside: booklets, catalogs, out-sized publications, anything needed in quantities above 1,000.

Outside jobs require specifications to be written at the start of the job by Graphics staff and three quotes to be solicited by the Purchasing staff. This process takes approximately two weeks. When the printer is decided upon-and the lowest bidder usually gets the job--a member of the purchasing staff will request that the originator process an online purchase requisition. The job will not be delivered to the printer until this is completed