Office of Communications and Publications
Producing a Publication
From concept to print, the Office of Communications and Publications produces a host of projects annually. We welcome the opportunity to work with you.
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 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 represent 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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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 department head.
- After it has been proofread for accuracy by the department, the proof must be returned to the Office of Communications and Publications, either with changes, additions or corrections, or with approval to print. 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
On a hard-copy proof, please mark edits in colored ink and return 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.
Proofs from the printer will be checked against files submitted by the Office of Communications and Publications and will be changed only when absolutely necessary for accuracy, not for style.
Copy and design changes can be costly and time-consuming; they should be kept to a minimum.
Note: The Office of Communications and Publications will make the final determination regarding questions in the area of writing/editing, design, and production. If there are differences of opinion between the department head and the Office of Communications and Publications, these differences will be negotiated by those involved and the Assistant to the President.
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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 upon price, quality, and ability to meet delivery deadline.
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Each department is responsible for expenses pertinent to its projects, e.g. 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/or Vice President’s signature. Approvals of purchases will follow current standards.
- The requisition is to 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/services are delivered, after having received budget approval for the project.
Most of the College’s publications are designed by the Office of Communications and Publications staff. In-house design is a cost-effective way to produce printed material 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 In-house (two weeks/10 working days)
Projects being designed and copied in-house will require a minimum two-week/10 working days turnaround time.
Projects Printed Off-campus (four weeks/20 working days)
Projects being created in-house but printed outside will require two weeks/20 working days for design and production plus ten working days for printing, for a total time of four weeks. Large projects, such as handbooks and catalogs, should be scheduled for a minimum 6-week turnaround time.
Projects being 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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