All professional print projects are built in programs that are specifically tailored for these applications (Adobe Creative Suite, etc.). It is impossible for the Graphic Designer to convert, use or create files from Microsoft Word, Publisher, Excel, Powerpoint, or any similar program. These are standard office programs, NOT design programs, and professional-grade designs content cannot be made or altered in any way by using them.
When planning a print publication, it is wise to allow adequate time for layout design and any subsequent changes. Design time will depend upon the size, colors, and complexity of the project. Once a file is proofed and approved by your department, the graphic designer will secure a quote from a printing company based on the quantity needed. It normally takes 2-3 days to receive a quote. When the quote is accepted, the finished file is sent to the printer, and within 2-3 days the printer will send a hard copy proof to ensure that color, folding, and layout is correct. After the printerâ€™s proof is approved and sent back to them, it takes about a week before delivery of most projects.
Most printers require the original proof back before they will begin printing your project, as a reference point to make certain they have printed it accurately, made folds correctly, etc. If they must print an additional proof for the pressmen, they will add on a proof charge that can range anywhere from $25 to $100, and this additional charge must be paid by your department.
The procedures for getting a piece designed and printed through the Office of Communications & Marketing can be found on the Publications Procedures website.
Every publication is proofed internally in the communications and marketing office several times. At least one design proof is also viewed by at least one person in the department where the publication originated. A proof approval form is attached to the proof sent to the departmental office, and the appropriate person in the office must sign off on the form before work will continue on the publication. If the publication needs to be seen by more than one person in the office, it is expected that the department where the publication originated will take responsibility for routing the publication to all of the appropriate people within the department. You will know best who needs to review the publication in your department. The communications and marketing office will not take responsibility for routing proofs to multiple people in one department.
If an error is missed during the proofing process that should have been caught within the originating department and a publication must be reprinted with correct information, the originating department is responsible for the cost of reprinting and any related design costs that may be entailed.
Clients are expected to provide what they deem as final copy. Please make sure you double-check all facts in your copy before submitting final copy to the communications and marketing office. Copy should be submitted in one of two ways:
If the communications and marketing office is writing the copy, please make sure that information on the subject, possible interview subjects with phone numbers, and any additional information is provided to us as far in advance as possible.
All copy is reviewed for consistency, accuracy and conformation to the collegeâ€™s style. The college uses the Associated Press Stylebook as a general guide. Exceptions to the stylebook and the most common style errors are included at the end of this guide. Minor rewriting or editing may be necessary and will be done at the discretion of the communications and marketing staff. Any major copy changes will be discussed with you. Most copy is also reviewed by at least one and often two other professionals within the communications and marketing office.
All copy will be available for your review in the departmental design proof.
You will always be expected to pay for printing. Whether the job is finished on campus (at the Publishing & Duplicating center) or off campus, clients are responsible for paying printing costs.
If a publication is complex or if new photographs or drawings need to be created, add 10 working days to the design times listed below. Also, if copy is to be prepared by the communications and marketing office, adds 10 working days to the following design times. It is always in your best interest to plan as far ahead of schedule as possible, even exceeding the times weâ€™ve listed. We will be doing some scheduled photo shoots throughout the year. If you know of specific photos you will need, please contact the communications and marketing office as soon as possible and we will attempt to shoot your photos on a â€śshoot dayâ€ť to help minimize expense.
Publications to be printed at Pub/Dup
1-2 color publications printed on off-set press
4 color publications printed on off-set press
We will develop the printed piece and ensure it is delivered to the mailroom or other mailing vendor you designate, but you are responsible for delivering the mailing list to the appropriate service provider and confirming that the pieces have been mailed.
Professional printers vary widely in their capabilities. The quality of a publication often depends on the method by which it is printed. The communications and marketing office bids publications to printers based on what type of finished piece is required.
If the job is to be printed at Pub/Dup, no bidding is done. We can, however, assist you in determine the cost of printing for your project based upon quantity, paper selection, etc.
Printing jobs are awarded to printers based on the following criteria:
Depending on the location of the printer and the type of publication, staff from the communications and marketing office may conduct press checks for your publication. The cost of travel and time away from the office is absorbed by the communications and marketing office. These press checks are done so that we can ensure the quality of the publication we are delivering to you.
All publications, with the exception of jobs printed at Pub/Dup, are delivered first to the communications and marketing office. Our staff then checks the quantity and quality of the delivery. The original delivery ticket is placed in the publicationâ€™s file folder at the college relations office and a copy of the delivery ticket will be sent with the publication as it is delivered to the appropriate office.
Following delivery, the communications and marketing office is not responsible for distribution of any publication.
We prefer that you send us electronic images in JPG (.jpg) or TIFF (.tif) format.
The best publications have great art and photography. We encourage departments to use photography in their publications. If you have photos available please share them with us at the beginning of the design process. Many digital cameras do not take pictures at a high enough resolution for reproduction in a professional manner. Photos downloaded from the Web are also generally unacceptable. Also, be aware that many photos on the Web are copyrighted and reproduction of them in many forms is against the law.
If a photo is needed for the publication, but is not available from your files or from the communications and marketing office, then a photo shoot will be scheduled and bid to professional photographers. Appropriate budget forms are completed and a shoot scheduled. The collegeâ€™s creative services director works with the photographer to get the appropriate photograph for your publication. On occasion, a communications and marketing staff member may be available to handle a photo shoot at no extra charge.
If an illustration is appropriate for your piece, the creative services director will create one for you or work with illustration firms to select stock artwork or commission an original piece for your publication. All use of photography and illustrations is left to the discretion of the creative services director. If a submitted photograph is unacceptable or if the photos do not work with the design, you will be informed as soon as possible. All use of photography will conform to professional design standards as determined by Georgetown Collegeâ€™s creative services director.
Specifications for photos vary according to the photo source and publication medium.
If you are unsure whether the image you have will work, contact the Director of Creative Services, Betsy Falk, at 8203.
For all web-related inquiries, contact the web coordinator to discuss the best available options. Our web coordinator will discuss with you the project, specific recommendations, and an outline of resources and time needed to complete the project.