The steps for producing a publication are much the same, whether you are planning a multipage four-color annual report or an electronic communication. To obtain the best results, University Publications requires six to eight weeks to complete a project successfully from concept to printing and mailing, depending on the scope and number of projects we are working on at the time.

Steps for Planning Your Publication Project

10 WEEKS AHEAD of your deadline work with your team/colleagues/supervisor to define the purpose and goals of your publication. Consider the following:

• Who your audience is and how you will measure the efficacy and success of the publication and the program(s) it supports.
• Your budget and whether you will need to pay for photography, mailing and postage from that budget.
• Whether the piece will need to be on the Web or if it is better suited for the Web than print.
• If printing, the quantity needed and the shelf life of the piece.
• The deadline—when you need it in hand.
• Other pieces this audience may be receiving from the university or others.

2. EIGHT WEEKS AHEAD: Complete a “project request form” and return it to University Publications via fax at 251.6883 or campus mail at CPO #3000.

3. Within a couple of days, call University Publications to set up a meeting to discuss your project/publication at 251.6967.

4. Once the project has been discussed with University Publications, a timeline for the project will be established. Make sure you understand the timeline and feel free to call University Publications with questions. The timeline will include the many steps in producing your publication from concept to delivery.

5. Send University Publications signed purchase requisition forms, if applicable (applicable for any project costing more than $500). Be sure to include the account number.

6. Prepare your text, or begin compiling your text and working with the writer/editor in University Publications.

7. Once the text is approved by you, University Publications will be involved in the layout/design, getting bids for printing, and arranging photography.

8. You will see as many “proofs” as necessary until you are satisfied with the final product and indicate your approval in writing.

9. University Publications will prepare your project for printing. (Allow at least two weeks for printing.)

10. TWO WEEKS AHEAD: At this point, you should send the mailing list for your project to the mailhouse, if applicable. (UP will solicit bids for mailing your project, but you are responsible for preparing and sending that list to the mailhouse by the delivery date, as specified in the timeline.)