Frequently Asked Questions About Publications

How long will my project take?

The publications team will establish a schedule with you at the start of your project, if not before. The length of the schedule will depend on the complexity of the project, the degree of editing required, routing and approval time, special photo or art needs, and the workload of the publications team. We also schedule around Lewis & Clark holidays and your availability to review proofs.

Your schedule begins when you meet with us and submit final text (also called copy). You should expect delays if you miss your copy deadline. The schedule ends on the date the printed piece is delivered by the printer to campus or a mailing house.

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

What is a project concept/communications strategy consultation?

All communications projects benefit from careful planning. How should you organize your material to best meet your objectives? What kind of communications strategy would best convey your message to your audience? The earlier you address such questions, the stronger your final communications project is likely to be.

Our Project Worksheet will help you gather information critical to the success of your project. We encourage you to fill it out and contact us at pubcom@lclark.edu to schedule a consultation. We can brainstorm and discuss ideas with you and provide other professional guidance.

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

The publications team does not begin work on your project until you meet with us and submit final text (copy). When you are ready to take this step, we will ask you to propose what we refer to as an intake meeting through Meeting Maker. Normally, these meetings are held in the offices of Public Affairs and Communications so that we can access any files necessary. Most intake meetings take about 30 minutes.

At the intake meeting, publications team members who have expertise in editing, design, and production will walk with you through your project. This allows everyone involved to ask questions, clarify points, and reach agreement about timing, budget, and approach. Based on our experience, it is time well spent.

What should I bring to an intake meeting?

• Final approved copy (Bring the printout and/or marked-up existing publication to the meeting. Be sure to send the electronic version to the editor, too.)
• A completed Project Worksheet
• Quantity to be printed
• Account number for billing
• Delivery instructions
• Details about your electronic distribution plan, if applicable (For example, will you need a PDF for the Web?)

What if my piece needs photography?

We maintain an extensive photo and slide library. If you have needs that cannot be met with existing images, and if your budget permits, the publications team may contract with a freelance photographer on your behalf to capture new images.

Photography policy

How do I prepare and submit copy for a new or substantially revised piece?

Please follow these steps when preparing and submitting significant amounts of copy:

1. Create an electronic document. Put your new and/or heavily revised text in this file. You need not duplicate existing text.
2. Keep formatting to a minimum. Do not attempt to align columns, make tables, insert rules, choose fonts, or add photos or illustrations. The designer will take care of these issues. Do feel free to apply italics as necessary, however.
3. Proofread your copy. This includes running a spell check.
4. Obtain any necessary approvals. If your copy needs to be reviewed by other parties, take care of it now. Copy changes requested later can be difficult to accommodate and may delay your project.
5. Submit both a printout and an electronic version. You may send the electronic file to your editor as an e-mail attachment. (Very large files should be submitted on CDs or flash drives, or via the administrative server.) If your file is not a Word document, please save it in rich text format (RTF).

I have only minor changes to make to an existing piece. Do I need to recreate the entire document for the editor?

No! If your changes are minor, simply mark up the existing piece with your edits. If any of your additions are more than one or two sentences long, please submit those in an electronic file, labeling the inserts A, B, C, and so on, and noting their placement on the printed piece.

What if I miss my copy deadline?

We will adjust the delivery 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.

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

Absolutely! Before your project goes to press, you will see a completed layout of your piece. This is called a proof. Your project cannot go to press until you approve the proof.

What do I do with the proof?

This is your opportunity to make any necessary corrections. Please mark them clearly on the proof. Your changes at this point should be relatively minor. If extraordinary circumstances dictate major revisions, we will work out a new schedule with you.

When you have completed your review and signed the proof stamp, please fax or hand-deliver the proof to the publications team. Do not use campus mail.

We normally allow 24 hours for you to review proof. If you anticipate needing more time for this step, please mention it during the intake meeting so we can schedule accordingly.

What do I need to know about determining quantity?

At your request, we can provide bids on a range of 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.

Make sure your quantity takes into account the 40 samples Public Affairs and Communications will retain from any run.

If you are using a mailing house, you should increase your quantity by 1 to 2 percent to compensate for any spoilage.

How does delivery work?

Public Affairs and Communications takes delivery on all printed items so that we can inspect print quality before we distribute the pieces as you have specified.

Items may arrive in our offices as late as 5 p.m. on the scheduled delivery date.

Facilities Services normally provides next-day distribution to your office. If you want to retrieve your materials earlier than that, you are welcome to visit our offices.

Can you take care of mailing my project?

No. We will be happy to instruct the printer to deliver finished items to the mailing house of your choice, however.

How much will my project cost?

Costs vary by project and quantity. We will make every effort to locate the most competitive prices.

You are responsible for the following charges:

• printing
• postage
• mailing house services

Depending on the specifics of your project, you may or may not be responsible for the cost of the following:

• writing
• editing
• design
• photography
• other art

To learn about the specific costs associated with your project, please contact us at pubcom@lclark.edu to schedule a consultation.

What about billing?