Print Publications From Start to Finish

Why shouldn't I have my brother-in-law design my publication?

It is important that Lewis & Clark's printed materials present an image consistent with the high quality of the College's faculty, students, and programs. As stewards of Lewis & Clark's graphic identity, the Public Affairs and Communications publications team is in the best position to design publications that meet this objective. Besides, you don't really want to be indebted to your brother-in-law, do you?

What services does the publications team provide?

The publications team provides:

• Project conceptualization/strategy (for both print and electronic media). Does your piece accomplish its intended goal? The publications team can help you develop an overall communication strategy to ensure that your message is being conveyed as effectively as possible.
• Editing. Unsure about comma placement? Wondering if a few of your paragraphs should be reordered? Having trouble remembering if it's affect or effect? Never fear, the publications team will edit your manuscript before it is designed. We will also make sure that it conforms to the Lewis & Clark style, which is based mainly on the Chicago Manual of Style.
• Design. Whether you need a completely new design or simply a minor revision to an existing one, the publications team is here to help you. We can assist you with all the design details--from creating initial design concepts, to selecting papers and inks, to choosing special binding options.
• Print coordination. Put those Yellow Pages away. The publications team maintains relationships with numerous top-quality printers around town. We'll make sure you get a great product at a competitive price.
• Consultation (for both print and electronic media). If you have a print or Web project in mind but don't know where to begin, make a call to Public Affairs and Communications. We will set up a meeting to discuss your ideas and formulate a plan of action.
• Photos, slides, and illustrations. Public Affairs and Communications maintains a library of photos, slides, and illustrations that may be appropriate for your printed publication or Web document. Working together, we will select image(s) that reinforce the messages of your piece.

What are the steps in the publications process?

1. Once your copy is written and approved by the appropriate supervisor, call the Public Affairs and Communications publications team to initiate your project. If you need assistance before writing your copy, feel free to contact our office for a consultation meeting.
2. Set up a mutually acceptable time for the intake meeting.
3. At the intake meeting, submit copy according to publications guidelines and discuss project details.
4. The publications team edits and designs your piece according to the schedule outlined in the intake meeting. (If editorial questions arise or if the piece needs extensive copy revisions, the editor will consult with you before your manuscript enters the design phase.)
5. Review and sign off on your project before it goes to press. You will see a layout, or proof, of your project before it is printed. You and your department are responsible for proofreading and confirming the accuracy of all copy. All proofs include an approval stamp for your signature.
6. Approve the project bid. The publications team will ask you to approve the printer's bid before the project goes to press.
7. Wait for delivery. After we release artwork to the printer, you will usually receive delivery of your piece in approximately one week (allow about two weeks for four-color projects).
8. Watch for billing. After your project has been completed, you will receive photocopies of all invoices when we send them to the Business Office for payment.

How long does it take to complete a project?

Production schedules are confirmed and work begins when the Public Affairs and Communications publications team receives final manuscript copy (an electronic version plus a hard copy).

The time we need to complete a project depends on such factors as job complexity, degree of copy editing, routing and approval time, special photo or illustration needs, and workload. We also schedule around College holidays and your availability to review proofs. In general, we follow these guidelines:

• Revision of an existing piece - 4-5 weeks
• New project or substantial revision - 6-8 weeks
• Book-length piece - 3-9 months

Note: Schedules begin when we receive final approved copy and end on the date the printed piece is delivered to campus or a mailing house.

What is a consultation meeting?

Before beginning a project, you may have questions about how to organize your material to best meet your objectives for your target audience(s). The publications team would be happy to meet with you to do some preliminary brainstorming. We can also help you develop a project schedule.

What is an intake meeting, and why do I need one?

After calling Public Affairs and Communications to initiate a project, you will normally be asked to attend an intake meeting. At this meeting, you will meet with publications team members who have expertise in both the editing and design functions. An intake meeting enables everyone around the table to get a thorough understanding of the project at hand. Questions are asked, points are clarified, and agreement is reached about timing, budget, and approach. Rest assured, it is time well spent. Generally, an intake meeting lasts about half an hour.

What should I bring to an intake meeting?

When you meet with the Publications team, you will need the following:

• Final approved copy (hard copy and an electronic version)
• Background information on the project, with particular attention to the publication's purpose and intended audience
• Quantity to be printed
• Distribution details (e.g., quantity with and/or without indicia, quantity with and/or without tabs or glue spots)
• Budgetary guidelines
• Account number for billing
• Target delivery date
• Delivery instructions
• Details about your electronic distribution plan, if applicable (e.g., will you need a copy of your piece, or a PDF, for the Web?).

How do I submit copy for a new or substantially revised piece? (Is longhand acceptable?)

Our ability to decipher cursive is sadly limited. Please consult these guidelines when submitting copy:

• Obtain necessary approvals and proofread. Proofread your files (including running a spell check) and get manuscript approval before bringing the file to the Public Affairs and Communications publications team. Copy changes requested after the layout has been completed are often difficult to accommodate and may delay your project or incur extra costs.
• Submit both a hard copy and an electronic version. Final text must be submitted via the administrative server (sometimes referred to as the J drive) or on a zip disk or high-density computer diskette. Unless your file is created on a Mac in Microsoft Word, please save it in rich text format (RTF); this is an option under the "save as" menu in your word processor. Saving files as RTF documents helps ensure that we can read your files on our Macs. Please also include a double-spaced hard copy so we can make sure your text matches what is on disk. Note: Our equipment cannot read double-density diskettes.
• Remember that simplicity is key in preparing a manuscript for graphic design. In most cases, any formatting you do will need to be removed by the designer, creating delays in the overall design process. Therefore, please follow these document formatting guidelines:

• Double-space copy.
• Avoid the extraneous use of tabs.
• Do not use the space bar to align columns, indent second lines, etc.
• Use a single space after punctuation, including periods.
• Use capitals and lowercase throughout the text, including headings. Do not use ALL CAPS.
• Eliminate unnecessary returns.
• Do not justify right margins.
• Do not put in horizontal or vertical rules (frequently used in forms, for example). In all cases, rules will need to be redone once the file is loaded into the graphics program.

• Make an electronic backup of the document for your files.

I have only minor changes to an existing piece--do I need to retype the entire document for the publications team?

Don't risk getting carpal tunnel syndrome. If your changes are minor, simply mark up the existing piece with your edits. If your additions are more than one or two sentences, please type them on a separate sheet of paper, labeling them A, B, C, etc., and noting their placement on the existing piece. In this case, you will also need to provide an electronic version of the edits to avoid rekeying in our office.

Will I get to see a copy of my piece before it is printed?

Absolutely! Before your project is scheduled to go to press, you will see a proof of the piece to make any necessary corrections. Please mark your changes directly on this proof in a highly visible ink color.

At this stage, you should have relatively minor changes. If extraordinary circumstances dictate major revisions, we will work out a new schedule with you.

We normally allow two days for proof review. If you anticipate needing more time for this step, please mention it during the intake meeting so we can schedule accordingly.

What if my piece needs photography or illustration?

If your budget permits photography and/or illustration, the publications team will contract with a freelance photographer or illustrator on your behalf. Public Affairs and Communications also maintains an extensive photo and slide library for use in these situations.

Does digital photography work for printed pieces?

Not yet. Digital photos are still not able to capture the detail necessary to reproduce well in print. It's really an issue of quality control.

What do I need to know about determining quantity?

• Upon request, the publications team can easily provide bids on a range of three quantities for comparison purposes.
• In the world of printing, larger quantities generally result in a cheaper per-piece cost than smaller quantities. If you're on the fence about two quantities, it usually makes sense to go with the larger one. You may also be able to save money by thinking ahead and printing a multiyear supply. The publications team will help you assess your options.
• Lewis & Clark accepts standard printing trade customs, including a +/- 10% range on quantities delivered. Quantity should be planned carefully and stated clearly, allowing for your needs in addition to 35 samples for Public Affairs and Communications. If you are using a mailing house, you should probably increase your quantity by 20 to 30 pieces to compensate for any spoilage.

What if I miss my copy deadline?

We will adjust the end date of the project accordingly. For example, if your copy is two weeks late, the project delivery date will be two weeks later than originally scheduled.

Do I need to find print vendors?

Public Affairs and Communications has developed professional working relationships with printers and freelance writers, editors, designers, photographers, and illustrators. The publications team will provide cost estimates for any project on request.

How does delivery work?

Public Affairs and Communications takes delivery on all printed items to inspect print quality before distribution. Vendors have until 5 p.m. on the scheduled delivery date to transport items to campus.

Facilities Services normally provides next-day distribution to your office. If you want to obtain your materials earlier than that, you may pick them up at our office.

How much do I have to pay?

In general, editing and design services are free to Lewis & Clark administrative offices and academic departments. However, in some cases, a particular piece may require freelance writing, editing, and/or design to meet its objectives. In these instances, project sponsors are responsible for paying these outside charges. All project sponsors are responsible for printing, photography, and illustration costs. We will make every effort to locate the most competitive prices. If mailing is involved, you are responsible for postage, postal coordination, and any mail-house fees.

What about billing?

Original invoices are delivered to Public Affairs and Communications. Costs are charged to each department, based on the account number you provide. You will receive photocopies of all invoices when we send them to the Business Office for payment.

What is the key to the process?

Collaboration. We strive to create publications that meet your needs and budget while representing the College's desired image. In turn, we ask your cooperation in submitting copy and returning proofs. It's truly a collaborative effort. We look forward to working with you.