Office of University Communications
Publications Tips and Procedures

1. When you're ready to start a project:

• Fill out our online order form and/or contact Shelley Burchsted at (860) 685-3693 to set up a planning meeting or discuss the job over the phone as soon as you know that there will be a project. The sooner we get your job onto the schedule, the more likely it is that we will meet your desired delivery date.
  
• Please be sure to follow guidelines provided so that your project will flow on schedule and with minimal (if any) charges.
  
• Each job must have one contact person responsible for gathering and funneling all information and is responsible for signing off on proofs.
  

Publications Schedule:
These timetables are rough estimates. They include time for editing, photos, design, and production. Shelley will provide a rough deadline for final text and an estimated delivery date initially. She will follow up with a detailed production schedule and an estimate of likely charges. Projected delivery dates are subject to change if the production schedule is not adhered to or if there are extenuating circumstances.

Some variables that may add charges:

• Compilation Charges: Each job should have one contact person who will is responsible for gathering and funneling all changes / suggestions and who will be responsible for signing off on proofs. Any information which needs to be compiled by Communications will be charged by the hour.
• Extensive copy writing and editing help will be charged at $60 per hour.
• A rush charge of $100 may be incurred if text supplied is incomplete or late, or if the production schedule is delayed by the client.
• Design Charges: If additional proofs are required, the client will be charged for design time at $60 per hour. All design work on posters is charged. (See above for the max number of proofs without charges. You will not be charged for a proof if it is required because we did not make a change you requested. However, you will be charged for additional changes on that proof.)
• Photography and artwork searches are charged at $60 per hour when applicable. All illustrations are charged.
• Photo shoots are charged (when applicable) at $240 for a 1/2 day or $480 for a full day.
• Concept development will be charged by the job. In general, pricing includes a maximum of 3 concepts. Additional concepts will incur additional charges at $60 per hour.
• Time delayed projects: If a job is in house for over 6 months, all work past the 6 month period will be charged by the hour at $60 per hour through completion of the project.
• Physical Proofs: All proofs other than concept proofs and printer’s proofs will be e-mailed to you as pdfs. You may incur charges if you require numerous versions of hardcopy proofs.

Some variables that could affect the schedule:

• Incomplete copy, late copy and/or missing information can delay your project’s projected delivery date.
  
• Client delays throughout the project can postpone your projected delivery date.
  
• Amount of copy editing needed: Files which need a lot of clean up take longer. Please allow extra time and let us know in advance if you need help writing your copy.
  
• Number of new photographs and availability of subjects to be photographed.
  
• Quantity (i.e. 300 pieces are quicker to print, bind, and mail than 3,000).
  
• Larger projects &/or complicated production specs may take longer to print.
  
• Some types of Binding / Finishing take longer than others.
  
• Changes at the printer’s proof stage.
  

2. Copy and file preparation

• Please follow the Wesleyan Style Guide when writing your copy. If you have any style questions that are not answered in the Wesleyan Style Guide, refer to the Chicago Manual of Style,14th Edition.
  
• Please do the following to make life MUCH easier for the designer (Call Shelley at x3693 if you have any questions.):
  

1. As a general rule, use as little formatting as possible to get your point across (Call if you have questions).
   
2. Do not double return. Please use one return only between paragraphs.
   
3. Do not double tab.
   
4. Do not type in ALL CAPS.
   
5. Do not use tables.
   
6. Turn off the "fast save" option in Word
   

• Please do the following to make life MUCH easier for the editor (Call David Low at x2433 or email dlow@wesleyan.edu with questions.):
  

1. Use only curly quotes (can be set up easily in Word).
   
2. Use En and Em dashes where appropriate (see Wesleyan Style Guide).
   
3. Check your class years (should read '93, not ‘93).
   
4. Do not use columns.
   
5. Do not auto-format your internet paths with hyperlinks (can be set up easily in Word).
   
6. Use only one space between sentences.
   

• Please keep in mind that the more prepared your file is when we receive it, the less time it will take to go through our office and the faster you will get your printed piece delivered. (And the greater the chances that we can put a rush on one of your projects).
  
• Arrange your file as one flowing Word document with little or no formatting (see above).
  
• Please place the information which will appear first in the completed piece first in your Word document.
  

3. Send us your files

• New Copy: E-mail to Shelley (sburchsted@wesleyan.edu) as a Word or Text file. Please send hardcopy over as well.
  
• Updated publication with changes that are not extensive: Mark up an old version clearly in red pen (please print) and send it to Shelley. Any changes one sentence or longer should be typed and e-mailed. Please use Proofreader’s Marks as specified in the Chicago Manual of Style 14^th Edition as much as possible. (There is a quick reference on pages 113-114 which we will be happy to fax to you upon request.)
  
• Updated publication with extensive changes: please provide a Word doc (e-mailed to Shelley) and send over hardcopy with the changes highlighted. If you have a copy of your old version, please send it along.
  
• Incomplete copy, late copy and/or missing information can delay your project’s delivery date.
  

4. The proof stage

• In general you will receive three pdf proofs. These include a preliminary proof (rough draft, may be in galley form), a revised proof (with a more finished feeling), and a final proof. You may also receive a concept proof for some new projects. Please make every effort to return the proofs to us promptly (see your production schedule). If proofs are held up in your office, your delivery date could be postponed & rush charges may be incurred.
  
• Changes to proofs should be handed in typed if one sentence or longer. Changes of one word or a few words should be printed neatly.
  
• Please use Proofreader’s Marks as specified in the Chicago Manual of Style 14^th Edition. There is a quick reference on pages 113-114 which we will be happy to fax to you if needed.
  
• Although we proofread most documents, YOU are responsible for accuracy. Review your proofs carefully. Be sure to fact check all information (including dates, indicia information, spelling of names, phone numbers, e-mail addresses, web addresses, and fax numbers).
  

5. The printing stage:

• Once the proof stage is complete and you are 100% happy with the project, we will ask you to sign off on it and send it to the printer. It is best not to make any changes after this point.
  
• Once a job is signed off and goes to the printer, we will receive a printer's proof. We will show it to you if requested to do so.
  
• Changes at the printer's proof stage can be costly and can hold up a project. If you need to see the printer's proof, you must look at and return it immediately (same day) to avoid losing press time.
  
• If you need to make changes to the printer's proof, use a red permanent marker and proofreader's marks.
  

6. Delivery

• Once printed, the job will be delivered to you or to the mail-house that you specify. If all goes according to plan, this will be on or before your projected delivery date. The delivery date on your production schedule does not take mailing (or time at the mailhouse) into account.