Links and Contacts

Producing a Publication

Initiating a Publication

 I. Initiating a Project

  • Please fill out a Request for Publications Services and Approvals Form . BEFORE a project is brought to the Office of Communications and Publications, the project initiator must receive approval from his or her department head and vice president.
  • Send a hard copy of all written material and high-resolution graphics to be included in the publication to the Office of Communications and Publications, along with a completed and signed Request for Publications Services and Approvals Form .
  • The Office of Communications and Publications will submit the supplied written materials, high-resolution photos and/or graphics, and signed Request for Publications Services and Approvals Form to the College president for approval. The office may begin work on the project only after the department head, the area vice president, and the president have approved the concept, content, and copy.
  • In addition to the hard copy, all written material must be submitted to the Office of Communications and Publications via CD, jump drive, or email attachment. High-resolution photos and/or graphics must also be supplied

Note: There is no need to format the text (e.g., headers, footers, centered text, tabbed text) as formatting will be done through the design process. Please do not submit copy in all-capital letters. Copy should be complete and accurate. After copy is submitted to the Office of Communications and Publications, revisions should be kept to a minimum.

The Office of Communications and Publications will determine which graphics best suit the publication. The office reserves the right to deny supplied graphics based on their appropriateness and/or resolution requirements. Graphics must be a minimum of 300 dpi and supplied as .tif, .jpg, or .eps. Please provide graphics as separate images; graphics embedded in Microsoft Word will not be accepted.

  • The project initiator or department head should schedule a meeting with the Office of Communications and Publications. Basic guidelines for the project will be discussed including: message, audience, desired results, quantity, distribution, budget, person responsible for providing the text, person responsible for proofing the piece, and deadline. The office will determine what type of design and graphic support is needed.
  • After this determination, the Office of Communications and Publications will begin work on the publication.

I. Initiating a Project
  • Please fill out a Request for Publications Services and Approvals Form . BEFORE a project is brought to the Office of Communications and Publications, the project initiator must receive approval from his or her department head and vice president.
  • Send a hard copy of all written material and high-resolution graphics to be included in the publication to the Office of Communications and Publications, along with a completed and signed Request for Publications Services and Approvals Form .
  • The Office of Communications and Publications will submit the supplied written materials, high-resolution photos and/or graphics, and signed Request for Publications Services and Approvals Form to the College president for approval. The office may begin work on the project only after the department head, the area vice president, and the president have approved the concept, content, and copy.
  • In addition to the hard copy, all written material must be submitted to the Office of Communications and Publications via CD, jump drive, or email attachment. High-resolution photos and/or graphics must also be supplied

Note: There is no need to format the text (e.g., headers, footers, centered text, tabbed text) as formatting will be done through the design process. Please do not submit copy in all-capital letters. Copy should be complete and accurate. After copy is submitted to the Office of Communications and Publications, revisions should be kept to a minimum.

The Office of Communications and Publications will determine which graphics best suit the publication. The office reserves the right to deny supplied graphics based on their appropriateness and/or resolution requirements. Graphics must be a minimum of 300 dpi and supplied as .tif, .jpg, or .eps. Please provide graphics as separate images; graphics embedded in Microsoft Word will not be accepted.

  • The project initiator or department head should schedule a meeting with the Office of Communications and Publications. Basic guidelines for the project will be discussed including: message, audience, desired results, quantity, distribution, budget, person responsible for providing the text, person responsible for proofing the piece, and deadline. The office will determine what type of design and graphic support is needed.
  • After this determination, the Office of Communications and Publications will begin work on the publication.

From concept to final product, the Office of Communications and Publications produces nearly a thousand projects annually. We welcome the opportunity to work with you.


Initiating a Project Proofreading Making Copy or Design Changes Accreditation Statement
and Statement of Non-Discrimination
Printing Budgets Project Timeline Considerations


I. Initiating a Project

  • Please fill out a Request for Publications Services and Approvals Form . BEFORE a project is brought to the Office of Communications and Publications, the project initiator must receive approval from his or her department head and vice president.
  • Send a hard copy of all written material and high-resolution graphics to be included in the publication to the Office of Communications and Publications, along with a completed and signed Request for Publications Services and Approvals Form .
  • The Office of Communications and Publications will submit the supplied written materials, high-resolution photos and/or graphics, and signed Request for Publications Services and Approvals Form to the College president for approval. The office may begin work on the project only after the department head, the area vice president, and the president have approved the concept, content, and copy.
  • In addition to the hard copy, all written material must be submitted to the Office of Communications and Publications via CD, jump drive, or email attachment. High-resolution photos and/or graphics must also be supplied

Note: There is no need to format the text (e.g., headers, footers, centered text, tabbed text) as formatting will be done through the design process. Please do not submit copy in all-capital letters. Copy should be complete and accurate. After copy is submitted to the Office of Communications and Publications, revisions should be kept to a minimum.

The Office of Communications and Publications will determine which graphics best suit the publication. The office reserves the right to deny supplied graphics based on their appropriateness and/or resolution requirements. Graphics must be a minimum of 300 dpi and supplied as .tif, .jpg, or .eps. Please provide graphics as separate images; graphics embedded in Microsoft Word will not be accepted.

  • The project initiator or department head should schedule a meeting with the Office of Communications and Publications. Basic guidelines for the project will be discussed including: message, audience, desired results, quantity, distribution, budget, person responsible for providing the text, person responsible for proofing the piece, and deadline. The office will determine what type of design and graphic support is needed.
  • After this determination, the Office of Communications and Publications will begin work on the publication.

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II. Proofreading

Ultimate responsibility for the accuracy of any publication rests with the department initiating the project.

    • Once a publication has been designed and formatted, the Office of Communications and Publications will send a proof to the project initiator and/or other persons responsible for the piece.
    • After it has been proofread for accuracy by the department, the proof must be returned to the Office of Communications and Publications, either with approval to print or with changes, additions, or corrections. The publication process WILL NOT CONTINUE until the approved proof has been returned to the Office of Communications and Publications.

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    III. Making Copy or Design Changes

    Edits to the publication should be marked in colored ink on the hard copy of the proof and returned to the Office of Communications and Publications. Major copy changes should be submitted electronically, either within the body of an email or as a Word document.

    Electronic changes that have been highlighted and tracked in Word or Adobe Acrobat will also be accepted.

    Note: The Registrar’s Office or the Office of Alumni Relations should check projects that include lists of student or alumni names for spelling accuracy.

    Note: The Office of Communications and Publications will make editorial decisions in the areas of writing, design, and production. If differences of opinion arise between the project initiator and the Office of Communications and Publications, the Assistant to the President will help to negotiate these differences.

    Once a project has been sent to an outside vendor for print, changes should not be made unless absolutely necessary for accuracy, not style. Copy and design changes at that point can be costly and may affect the deadline.

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    IV. Printing

    The Office of Communications and Publications is responsible for taking the publication from concept through design and production. The nature of each job will determine whether it is copied in house or printed off campus. The Office will seek bids for all printing jobs and will award jobs based on price, quality, and ability to meet delivery deadline.

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    V. Budgets

    Each department is responsible for expenses pertinent to its projects including artwork, design, photography, advertising, printing, and supplies.

    • The Office of Communications and Publications will generate a requisition after bids from vendors have been received.
    • The requisition will be sent to the project initiator who will then obtain the department head’s and vice president’s signature. Approvals of purchases will follow current policies of the Business Office.
    • The signed requisition must be returned to the Office of Communications and Publications.
    • Upon departmental and budget approval, the Office of Communications and Publications will obtain a purchase order from the Purchasing Department.
    • Upon receipt of a purchase order number from the Purchasing Department, the office will to proceed with the commissioning of the publication.
    • The Office of Communications and Publications will send gold copies of requisitions to department heads. All pink copies will be returned to the Office of Communications and Publications for filing in order to have a central, ready reference of publications projects.

    The Office of Communications and Publications is responsible for making sure that all materials and services are delivered in a timely manner.

    Note: Most of Endicott’s publications are designed by staff members in the Office of Communications and Publications.  In-house design is a cost-effective way to produce printed materials of consistent quality. When the scope of a project warrants it, outside design services will be utilized. They will be commissioned in much the same way as outside printing services.

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    VI. Project Timeline Considerations

    Projects printed at the campus copy center:  A minimum turnaround time of two weeks or ten working days is required for projects that are designed and copied on campus.

    Projects printed off campus: A minimum turnaround time of four weeks or 20 working days is required for projects that are designed on campus but printed by outside vendors. The extended time frame accommodates the schedules and capabilities of outside vendors.

    Please note that larger projects, such as handbooks and catalogs, should be scheduled for a minimum six-week turnaround time. Projects created either in part or in full by an outside design firm will require a longer time frame based on the complexity of the project.

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    VII. Accreditation Statement and Statement of Non-Discrimination

    The statements below should appear in all appropriate publications:

    Endicott College is accredited by the New England Association of Schools and Colleges.

    Endicott College is an affirmative action/equal opportunity employer and is committed to the principles of equal employment and complies with all federal, state, and local laws and regulations advancing equal employment. The College’s objective is to employ individuals qualified and/or trainable for open positions by virtue of job-related education, training, experience, and qualifications without regard to sex, race, religion, color, age, physical disability, sexual orientation, national or ethnic origin or citizenship, veteran status, genetic information, pregnancy, or any other status protected by law.”

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