Publication Guidelines
The mission of UMW’s Office of Publications is to assist administrators, faculty, and students in producing high-caliber publications that accurately and consistently reflect the quality and identity of the institution. The office, which includes Editorial Services and Design Services, oversees all printed materials emanating from the University. We are located in Centre Court, the office building at the intersection of routes 1 and 3.
Our staff includes experienced editors and designers, each of whom is trained to adhere to University style and graphic standards guidelines.
All requests for services are considered and evaluated on their nature and timing, as well as the current workload of our staff. Priority is given to projects that are most visible to the public and most essential to the marketing/public relations efforts of UMW. When requests cannot be met, the Publications Office will attempt to provide editorial, visual design, and production consultation, and will try to refer the client to other appropriate sources.
Our services are free of charge to all University clients. However, because of the high volume of material handled by this office, certain criteria must be met before any job is undertaken.
GUIDELINES:
1. A Publications Work Request must be completed for each publication/design job. Download form here. A UMW contact person must be listed for each project. The Publications Office will not accept requests from individuals who have no official University affiliation. Also, student requests for services must include a faculty or staff contact.
2. For exact reprints of an existing publication, attach a sample to the work request and send directly to Kathy Johnson, Design Services Office and Production Manager (x1932 or kjohnson@umw.edu).
3. For any new projects, a consultation is required. This can be arranged by contacting Kathy Johnson, Design Services Office and Production Manager at x1932 or kjohnson@umw.edu. Clients should be able to provide at that initial meeting information about the following:
size and nature of target audience
need for and goal of the publication
intended distribution method
desired delivery date
budget and funding source
samples or previous publications
preliminary text in a Microsoft Word document
images or sketches to be used in publication4. For projects that are revisions or updates to an existing publication, please attach the original, with revised content in a Microsoft Word document or a pdf.
5. To launch both new and updated jobs, please submit the following along with a completed work request:
- edited copy
The design process cannot begin until all text has been finalized. Making substantial editorial changes during page production can cause extreme delays in the completion of the project. Finalized text MUST conform to University style guidelines. That can be accomplished by sending text, in a Microsoft Word document if possible, or in a pdf, to the University's Director of Editorial Services, Neva Trenis (ntrenis@umw.edu). If clients have not previously taken advantage of these prompt, free editorial services, they can do so by submitting text to be reviewed for conformity to University style.
- all images, logos, etc.
Submit hard copy of photos or digital images in tif, eps, or jpg file format. We require digital photo files to be at least 300 dpi (dots per inch). If your images are at 72dpi or lower, we cannot use them as they will print poorly and produce a substandard publication. Images taken from the Web generally do not reproduce well and cannot be used. Also, we cannot extract images from Word files. Neither can we use copyrighted images without express written permission. All permissions to use images must be secured by the client before they are submitted to the designers.
NOTE: Please ask Design Services in advance about how to determine which images will print well. Questions and concerns about images are encouraged.6. A production timeline will be developed listing dates for the following:
- initial design proof to client
- specifications to printer or purchasing for price quotes
- inal proof to editor/client
- bid awarded
- final art to printer
- printer’s proofs approved by client
- delivery
Any questions or concerns about the timeline should be addressed at the outset of the project.
7. We try to work with clients in meeting deadlines. However, advance planning and ample lead time are vital to the successful completion of a project.
In general, the following timeframes (in business days) apply when planning your publication.
– Work requests for new jobs must be submitted at least 20 days before the finished product is required.
– Work requests for revisions of existing jobs must be submitted at least 15 days before the finished product is required.
– Publication projects of more than 10 pages must be brought to the attention of the Director of Editorial Services at least six weeks in advance of an estimated completion date.
Note: these guidelines do not include time for preparation to mail or for mail to reach recipients. For more information on this topic please visit: www.umw.edu/mail/general_information.
8. Because branding is vitally important to the University, any publication disseminated off campus must bear the official University of Mary Washington logo. Guidelines for correct usage can be found online by accessing the University Graphic Standards manual (www.umw.edu /policies/graphicstandards). The publication-ready logo can be obtained only through the Office of Design Services. Email logo requests to the Director of Design Services at anewell@umw.edu. It is particularly important that the official University logo not be modified or distorted in any way.
9. Clients are required to approve all projects handled by the Publications Office by signing the final proofs. The Publications Office is not responsible for errors on an approved proof.
Any questions about publications should be directed to Anna B. Billingsley, Director of Publications and Design, at x1686, or abilling@umw.edu.
Resources for information:
Centennial Celebration Graphic Standards manual