Design Services Production, Step by Step
purpose of and audience for your publication before you call us. If you
want a reprint of a previous publication, decide which elements, if any,
should be changed before reprinting. Things to consider include:
- Why is this piece needed?
- Who will read it?
it be sent by itself or with other publications?
- What information must be included?
- What else would I like to include if space allows?
- What do I want the readers to do as a result of reading this piece?
- How many copies
do I need?
- When will it
need to be reprinted?
- Will photographs need to be taken or other artwork produced?
- Who should write the text?
- Should the publication be a particular size or shape? (For example,
must it fit in a business-size envelope, be a
self-mailer, or be the same size as other publications with which it
will be used?)
- Is this
project in the Office of Design Servicesí budget or can I find money
elsewhere to pay for it?
- When and where
do I want the finished publication delivered?
take much longer to produce than most people realize. You should contact
the Design Services Office two to three months before the desired delivery
date for most publications and four months or more in advance for new,
lengthy, or complicated projects.
It is in your
best interest to give us adequate time to create a quality publication.
is a relatively relaxed time for many College offices, it's actually our
busiest season, so plan accordingly.
occasionally possible to have a project completed in less than two
months; if you have an important project that demands a "rush" schedule,
call to see if production is possible
within your time limits.
When you require
a new publication or need to revise an existing one, call the Director
of Design Services at extension 2266. The Director will schedule a meeting
to discuss your piece and will assign a designer as project director.
This person will act as "traffic manager," guiding your project through
the production process, and will be our office's liaison with your
director will create a production schedule that details when each stage
of production will happen and when you'll need to review the publication
in progress. It is the joint responsibility of you and the project
director to see that each deadline is met.
If you have a
project that requires reprinting (e.g., letterhead, business cards,
brochures, forms), and all information on the piece remains the same,
send the project directly to the Office of Reprographics (1M-204).
The Office of
Design Services has a list of projects scheduled for production in the
current fiscal year. Call to find out if
your publication is on the list. If it isn't, you are responsible for
securing funding for it.
If you are
planning a one-time-only publication that your department or office will
pay for, call us in advance. We will help you estimate how much the
project will cost so you can ask that adequate funds be added to your
We will ask
appropriate printers to bid on your project and will give you cost
estimates on projects covered by your budget. We also verify charges
made by vendors for producing your piece and process their invoices.
speaking, these are the major steps that all publications go through:
meeting is held
Text is written and copyedited
You review the manuscript
Publication design is created and text is laid out
Photographs and illustrations are added
You review proof of design, which indicates how text and art will
appear on each page
Publication is sent for printing
Design Services are delivered to you
At our first
meeting the project director assigned to your project will help you
clarify your ideas about which content and design are best suited for
your goals and audiences.
You should come
to this meeting prepared to answer the questions noted above under
"Planning Your Publication." A production schedule will be prepared soon
after the planning meeting.
Our staff or
yours may do the writing. If we do the writing, your help is still needed to
define the proper tone, gather background information, and choose
suitable people to interview.
If your office
writes the text, please fact-check every detail for accuracy. Refer to
the online CSI Style Guide for the proper punctuation, capitalization,
and other mechanics of style that should be followed in all College
Then send us the
final text. We prefer documents written in Microsoft Word, but we can
translate documents created with many Macintosh and Windows
convenient method is simply attaching the text document to an email to
your project director.
All copy (text)
is reviewed by our staff editor for consistency, accuracy, and
conformation to College style. Minor rewriting or reorganizing may be
done to improve the clarity and readability of the material, but no
extensive changes will be made without your knowledge. All publications
this office produces must conform to College style guidelines.
At each stage of
production, the editor provides quality control by checking proofs for
text and design errors. The final responsibility for accuracy, however,
rests with your office.
You will examine
and approve your publication twice during production, once for content
and once for design and layout.
Approval: You will be
asked to approve the copyedited manuscript. This is the last time that
changes are relatively easy to make, so examine the copy in detail for
errors and be sure you are happy with the content and "tone" of the
Approval: You will be
asked to approve "mechanicals," printed page proofs that show where the
text, photos, and illustrations will go; the size and weight of headline
type; and other design elements. Our Macintosh design software allows us
to show you a proof that will be very close in appearance to the final
publication. The proof will show artwork properly sized and in place.
After this stage, it is not possible to make changes except in an
emergency, so you should examine this proof carefully.
Because we work
on many publications simultaneously, meeting approval deadlines is
important. A day's delay in approval can throw a tight production
schedule as much as one week behind. Any changes consume staff time,
which may delay your publication. Also, the cost of making changes and
the chance of delivery being delayed by changes increase substantially
as production progresses, so make changes early.
given by a publication depends heavily on its design and layout: the
size, shape, type of paper, colors, artwork, and arrangement of material
Our staff designers will consider your suggestions and
preferences along with the publication's practical demands and our
general design guidelines (which give a unified appearance to all CSI
Our Design Services are designed and laid out using Quark XPress software.
immeasurably enhanced by artwork. Your ideas are valuable in planning
the photos or illustrations that will work best in your publication. We
choose most publication photos from an extensive archive of images on a
wide variety of campus subjects.
Almost our entire annual
budget for new photographs is consumed by the needs of our regularly
scheduled publications. Additional photographs can be shot only when our
(or your) budget allows. Photography is expensive and the Director of
Design Services must authorize all photo shoots. We do not take photos
unless they will be used for a specific publication. (For example, we
cannot document a special event for archival reasons or to please
sponsors, and we cannot pay for photography in publications that are not
in our Office's budget.)
Because we use
freelance photographers whose schedules are often tight, shooting must
be arranged well in advance. In your initial planning, discuss with your
project director any events or people you would like to have
photographed for the piece.
appropriate, our designers can create illustrations to enhance your
publication. Requests for illustrations, even "simple" ones, should be
made at the beginning of a project.
differ widely in capabilities, speed, quality, and cost, this office
chooses the printer best suited to the design requirements, schedule,
and budget of your project. Printers bid competitively for each
publication, keeping CSI's costs down while maintaining quality.
generally takes three to four weeks, depending on the complexity of the
publication. Special services (such as spiral bindings or embossing) may
approves samples of each publication before the finished pieces are
delivered to you. We will arrange delivery of publications to a campus
location of your choice or to a mailing service off campus.