New Publication Process
Time Frames and Planning Ahead
Production time varies depending on the service and marketing material requested. The following time-period estimations provide assistance through the planning process. The examples listed are representative of general project categories. The time-period estimations are from the day the project text and images are received to the day the product is received.
• Posters, brochures, invitations, and fliers: 4 weeks
• Reprint with corrections: 3 weeks
• Reprint with no corrections: 2 weeks
• Rush projects: as schedule allows (rush fee applies)
• Web Site Design: contact MarCom to discuss site goals and identify a timeline
• Basic Website Updates: within a week
• Kill fees: a charge of $25/hour is assessed for jobs cancelled after 30 minutes or more of production time is invested
1. To request services, a job/project is opened by completing a job request form. Log in using your same username and password as you use to log on to your computer.
2. MarCom Design Studio Manager reviews the job for approval
a) Collects information (unformatted electronic copy and images)
b) Discusses project with the university partner, as needed
c) Assigns project to a graphic designer or editor
3. Designer begins design (refer to timeline estimations).
a) Partner is encouraged to take a maximum of three opportunities to review project before it is sent to print.
b) Partner approves printing costs and delivery time and produces Purchase Order (PO). Important: the project will not move forward until MarCom has received purchase approval.
4. Project is sent to an appropriate vendor.
a) Professional printing typically requires roughly 10-14 working days.
b) The University Printroom requires roughly one to three days.
The communications office will do its best to accommodate rush jobs. However, be aware that we may not be able to accept rush jobs when doing so will compromise the schedule of ongoing time-sensitive projects. In the event the department outsources work to complete a rush job, outsource charges will be passed on to clients after consultations.
We will advise when the text is due upon receiving the job request. Submitting text after this date may affect the delivery date. All copy should follow the George Fox University Style Guide, available at georgefox.edu/offices/communications/style/. This guide outlines such things as capitalization, names of offices and services, school names, building names, titles, etc.
The text should be submitted in a Word document that does not use all caps, extra tabs or extra spaces to visually format text. Use a single space after periods. When using data collected from administrative software, consult with the art director.
Purchase Orders and Charges
Marcom does not charge for customary creative services - consultation, editing, design, production, some photography or arranging for printing. However, we do charge a $25/hour fee for late submissions when contracted assistance is required, or for canceled jobs once we've begun design.
Complete submission of a job order should include the cost center, quantity and account number to be charged. We will not start the job without this information.
We will submit a purchase request for the printing and/or other costs. The appropriate budget manager will receive an e-mail requesting approval for the purchase order.
Projects will be sent to the printer after the PO has been approved. Failure to approve POs may significantly delay your project.
If the PO is denied, please contact Financial Affairs to make other arrangements for PO approval; we are unable to do this on your behalf. Partners are encouraged to take a maximum of three opportunities to review the project before it is sent to print.
Please proofread the text, check the layout carefully, and see that everyone who has a voice in the project has given approval.Proofing checklist:
- Check spelling - pay special attention to headlines, subheads and photo captions.
- Verify names, dates, facts and figures.
- Check mail permit, label guide, return address and other mail components.
- Confirm that editing from the previous proof is correct.
- Sign and return form to the communications office by the requested return date.
Upon receiving final approval and PO approval, the communications office will send the project to the printer.
If your publication will be mailed, indicate the type of mailing when your job is requested. The type of mailing may affect layout and printing. All mailed projects (bulk or otherwise) must be approved by GFU Mail Services. Ensuring compliance with postal regulations is included in the client's proofing process. Extra postage costs may be incurred if design does not confirm to postal regulations. Clients are responsible for all labeling and mailing after the publication has been delivered.
The communications office will select a printer for your project based on the specific needs of the project, pricing and schedule. Changes made to a project after it has been finally approved and sent to the printer may result in additional cost and a delay in the schedule.
All completed publications will be delivered to the marketing communications office by the printer unless other arrangements are made. As soon as your project arrives, the marketing communications office will contact you. Please check your project immediately for any printing errors. If there is a problem, we will act as your liaison with the printer.
Our office keeps file samples from all jobs. (When alternative arrangements are made for delivery, send 10 copies to the communications office.) Publications with a quantity of 5,000 or more should be sent to your area.