Chapter 27. University Relations

27.4. Print Publications and Design

Print Publications and Design: University Relations provides services to produce internal and external communication vehicles, such as University catalogs, student recruiting materials, and departmental brochures, as well as publications like the Research Magazine and the Annual Report. The department also offers professional design consulting for publications, Web pages, slide presentations, and illustrations.

Publications are produced with the cooperation of three units: Marketing Communications, News and Information Services, and Design and Publication Services. The managing editor helps coordinate client publication needs with these units.

• Marketing Communications handles most student recruiting, pre-college, development, and Michigan Tech Fund materials as well as overseeing and maintaining the Michigan Tech Home Page on the Web. The editing staff can provide both editing and promotional writing services as well as consulting services regarding publication needs.



• News and Information covers external news and media communications, internal communications, news and video releases, and produces alumni electronic communications. The editing staff can provide both editing and news writing services as well as consulting services regarding publication needs.



• Design and Publication Services provides publications design and Web design, photographic and printing services, and illustrations for all types of publications and special presentations. In addition, Design and Publication Services will consult with University personnel regarding external printing services such as preparing disks for pre-press, designing services, and determining the pricing of printing.

A work order is filled out for each publications project. The work order is completed in consultation with the office of Design and Publication Services and the managing editor. If needed, a meeting will be arranged with the managing editor, a designer, and other needed personnel to determine the plan for the publication from initial design to final printing.

Allow enough time to produce a quality publication, including time for editing, design, departmental approvals, and printing. The printing process itself can run anywhere from two weeks to two months, depending on the complexity of the publication. Overall, allow a minimum of three weeks for simple projects. More complex jobs can take much longer.

In addition to a focus on a specific department, division, or unit, publications of all types must include a clear visual representation of Michigan Technological University and follow policies set by the University.

No charge is made for editorial services; however, layout, printing, and photographic services are charged to the department (see sections 27.3, 27.4, 27.5, and 27.6 for more detail). Publications adapted for Internet use are also charged to the department (see section 27.7). All work orders must include a valid University account number.

To request a publications project, do the following:

1. Determine or consider the following before beginning the publications process:



• Who is the audience and what are the objectives for the project?



• What is the desired look of this publication? Samples of favorite publications or layouts are helpful in providing direction for the design.



• What is the method of distribution?



• When does the publication need to be completed?



• What is the approximate budget? The budget will determine the options available.



• Who will provide and approve the text? In what format is the text available? If an editor is needed to provide text, please allow extra time for the writing process.



• What, if any artwork, graphics, or photos are required? Are they already available or must they be produced? Allow time for their production if needed.



• How many pages and what size is the publication? What kinds of paper stock and colors of ink are desired? Costs of a project vary greatly based on these items.



• Will this publication also be available via the Internet? Who will be responsible for the electronic format?




2. Contact or visit the office of Design and Publication Services to discuss or schedule the project.



3. Complete a work order, include a valid University index number, for the publication, or, if needed, the office of Design and Publication Services will set up a meeting to discuss the project in more detail.


NOTE: Before a final schedule can be set for a publication, the following is needed: hard copy of approved text for editing as well as an electronic version; all needed photographic or graphic elements; proposed format.


4. Check completed camera-ready material and discuss any desired changes with the office of Design and Publication Services. Remember, any major changes to text or design at this stage will delay the publication.



5. Sign the work order indicating client approval before publication goes to printer.



6. Send several copies of printed publication to University Relations for their files.