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The Publishing Process

Overview

In a nutshell, this is how must publications are produced in our office

  1. After we receive a manuscript, it is given to an editor who will review the copy for clarity, grammar, style and consistency, and sometimes other points, which we will discuss with you. As its basic style manual, the Office of Publishing Services uses the Chicago Manual of Style, published by the University of Chicago Press.
  2. The copy then goes to a designer who develops a layout and type specifications.
  3. When this phase is complete, you will be asked to review and proofread your publication before it goes to the printer.
  4. After you approve your publication, we will send it to our print ship or to a commercial printer, who is selected through a bid process initiated by the Office of Publishing Services. This, by the way, is necessary whenever outside services are required in order to meet state regulations.
  5. In most cases, your printed piece will be delivered within 10 days after it is received by the printer.
  6. Keep in mind that the above describes a near perfect world. Sometimes there are delays. The best way to avoid them is to give a complete and accurae copy the first time you present the manuscript and to resist making changes after the final layout is approved. The worst thing you can do is to make changes after your piece has been delivered to the printer. Of course, we offer different levels of service, as some projects may be handled differently. Remember, if you have a question, ask us.
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Getting Started

  1. Talk to us. If you are sponsoring an event that requires posters, programs, or other materials, consider these publications as part of your planning. You do not have to have all the details set in order to meet with us. The sooner we know about a project, the sooner we can make room for it on our production schedule and better meet your needs.
  2. Make sure you give us everything. This includes a final manuscript and any graphic elements (photos, logos, etc.) that may be required. Late additions and changes may result in delays or errors.
  3. Provide us with material in a workable format.
    • give us a copy on disk (Mac or PC) - accompanied by a printout on 8 1/2" X 12" paper, double spaced. Text files in standard word processing format are preferred. If you have ideas about design and layout, please consult with us.
    • if you are updating a piece which we previously produced, it is usually best to mark corrections on a copy of the existing publication. For jobs with minimal changes, this approach will be sufficient. If the job requires major revisions, a new copy on disk may be required. So before proceeding, ask us.
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Deadlines

  1. Generally, a complete manuscript must be submitted to the Office of Publishing Services:
    • 8 weeks prior to the date a finished piece is due for pieces requiring outside printing and typesetting.
    • 4 weeks prior to the date a finished piece is due for pieces that can be typeset and printed on campus.
    • Keep in mind that due dates should take into account the time it takes for distribution or mailing. It is a good rule of thumb to have pieces delivered 4 weeks in advance of an event, if such services are needed.
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Page last updated: April 17, 2006