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Procedures: |
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The
Public Affairs and Information
Office serves the entire
college and receives
over 500 requests for
printed materials in
a typical year. To meet
these requests on deadline,
planning and scheduling
are critical. |
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As soon as your department
determines a need for
printed materials (even
if dates, content, budget,
etc. are incomplete),
send a work order to
Public Affairs and Information
Office and indicate
when the final information
will be available. Also
specify any deadline
you request for delivery
of your project. |
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For any project that
requires off-campus
printing (brochures,
full color flyers, posters,
etc.), work orders should
be submitted at least
six weeks in advance
of deadline. This allows
for two weeks of planning
(including copywriting
and estimating), two
weeks for design and
proofing, and two weeks
for printing and production. |
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For projects that can
be printed on-campus
at the Duplicator (simple
one-color forms and
flyers), work orders
should be submitted
at least three weeks
prior to the deadline.
Again, this allows for
planning, design and
copying. |
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Step-by-Step Process:
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1. Fill out a
Graphic Design/Printing
Services Work Order
with as much
detail as possible.
Please note the work
order needs to have
an approval signature
from the department
head/supervisor, as
well as a representative
of
Public Affairs and Information
Office. Depending
on the complexity of
your project, you may
want to discuss it with
the Graphic Designer
or Publications Coordinator,
to ensure everyone is
clear on the purpose
of the piece. Please
note that the projects
will be completed on
a first-come first-serve
basis. |
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2. If you are
supplying copy, please
provide it in a Word
document, via email
or CD. Please make sure
you thoroughly spell
check the document,
and do not use any formatting.
Any attempt to pre-format
your copy using multiple
spaces or tabs, indents,
columns, justification,
etc. will add instead
of save design time.
Also please forgo the
use of clip art. If
you have a concept you
wish to use please provide
a description. |
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3. You will receive
a proof of your project
in as timely a manner
as possible. Please
check thoroughly for
incorrect information
as well as typographical
errors. If there are
changes to be made,
please mark them on
the proof and return
it to the Graphic Designer
or Publications Coordinator.
You will receive additional
proofs until everything
is correct. At this
point, please sign indicating
your approval, and return
it to the Graphic Designer
or Publications Coordinator. |
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4. All external
projects costing $500
or more must go through
the college’s established
bidding process, which
can take from 3-21 days,
depending on the cost
of the job. Bids are
sent to at least three
vendors to achieve the
best price. You will
receive a cost estimate,
to be approved by signature
and returned to the
Public Affairs and Information
Office. Then a purchase
requisition is entered;
you will be required
to log into the SIS
system and approve the
requisition. A purchase
order is then generated
through the Purchasing
Office. This process
can take up to a week
or longer. |
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5. Once the layout has
been approved and the
purchase order has been
generated, the electronic
files will then be finalized
and sent to the printer.
The Publications Coordinator
will receive a blueline
proof from the printer
to be checked for technical
problems only. Any changes
made to copy or photos
at this time will result
in expensive correction
fees and a delay in
delivery. |
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