Step One: Submit Publication Request Form
For a new publication or a complete re-design of a current publication, the process begins by submitting an online Project Request Form to the Office of Marketing Communications (OMC). Your request will be received by the OMC Project Manager.
Step Two: Initial Meeting between You and the OMC
After receiving your request, the Project Manager will contact you to set up an initial meeting to assess your project and discuss a realistic timeline for production. Prior to the initial meeting, the Project Manager will e-mail you a list of items you should be prepared to discuss in the meeting. During the meeting, you will receive a Planning Checklist to help you through the process. Some projects, depending on the complexity, may need to be outsourced.
Step Three: The Production Schedule & Project Agreement
Following the initial meeting, the OMC will reserve space for your project on our Publications Calendar. This calendar is the master document which contains all requested publications for the year and is used as a tool for the OMC to efficiently manage workflow. The OMC Project Manager will then e-mail a Production Schedule and a Project Agreement to you. Your area Vice President or Dean must sign the Project Agreement and it must be returned to the Project Manager. The Production Schedule will outline all milestones and specific deadlines that both you and the OMC must meet to complete your project on time. As stated above, a printed publication can take up to 12 weeks or longer, depending on the complexity of your project.
Step Four: Develop and Submit the Content
During your initial meeting, a plan for content development will be discussed. In some cases, significant messaging/writing work will be outsourced to a marketing writer.
The OMC will review the content for messaging, however the individual department will be responsible for generating the content for the piece. All content must be submitted in an unformatted Word document via e-mail. Along with your text, you must submit a Content Approval Form, signed by your department head. It is expected that this content is complete and has been fully fact and spell-checked prior to submission. While the OMC will review content for high-level messaging, fact and spelling accuracy is the responsibility of the individual department requesting the publication. Copy that is not acceptable will be returned to you for editing and could delay your project.
Publications and communications which are targeted toward an external audience need to reflect the College's visual identity and messaging standards. Please refer to the Emmanuel Brand and Style Guide to help you integrate institutional messaging into your content, when appropriate, and give you the tools to understand grammar and style standards.
Step Five: The Design and Proofing Process
The OMC design team will begin the design process and the OMC Project Manager will send you a series of proofs based on the previously developed Production Schedule. You will review and edit each draft proof, sign and return it to the OMC. Minor edits to a proof can be made directly on the proof. All significant text changes must be submitted electronically to the OMC Project Manager. It is important that you and the OMC Project Manager maintain communication to ensure clear design and proofing process.
Upon final approval by you and your area Vice President or Dean, your job will be sent to a previously selected print vendor (see below). Please examine the final proof carefully, as this is the last opportunity you will have to make edits to the publication before it is sent to the printer. Please be aware that, due to the high volume of requests on the Publications Calendar, your project will be delayed if proofing is not completed during the allotted timeframe or if it goes beyond three proofs. If your project goes beyond three proofs, the OMC may request another meeting.
Step Six: Printing & Delivery
Once the format of your publication has been determined, the Director of Print Design and Production will obtain print estimates based on the project's specifications. A Print Estimate will be sent to you. The Print Estimate must be signed by your department head and returned to the OMC with a purchase order (P.O.) number. Your project cannot be sent to a printer until the Print Estimate is returned with appropriate sign-off and a purchase order number. Please see the Business Office's Policies & Procedures Booklet for instructions on obtaining a purchase order number.
The Director of Print Design and Production will monitor the production of your publication to ensure that the project remains on schedule and will view printer's proofs.
Upon the approval of the printer's proof it will take approximately 10-14 business days to deliver. This is an average and may take longer depending on the complexity of your project.
Step Seven: Publication Evaluation Form
In an effort to evaluate our services, we would appreciate it if you complete our online Evaluation Form after your job is completed. These evaluations will be reviewed by the Office of Marketing Communications (OMC) to ensure that we are providing the highest quality products and services.