Faculty & Staff Resources
The primary responsibility of the office’s publications unit is to assist campus clients in producing well written, attractive, and cost-effective documents consistent with the college’s articulated image and mission.
These publications may range from official documents to unit handouts and may be aimed at both off-campus and internal audiences. However, clients should be aware that material for off-campus audiences, particularly in the areas of recruitment or institutional advancement, will take preference in our job queue.
The First Step
The first step to getting a publication project off the ground is to schedule an appointment with the Director of Communications, preferably before you begin writing or as early in the planning process as is feasible.
One individual from the unit should be designated as liaison for the project to the Office of Communications. This person will be responsible for publication planning in conjunction with Communications staff, for coordinating the preparation of manuscript, photographs and illustrations; final approval of text and graphic proofs; coordination with the Mail Room; and when necessary and appropriate, coordination with members of the college Administration.
Any publications that describe State Education Department-registered instructional programs should be reviewed by the Dean of Instruction and Graduate Studies, who is responsible for ESF’s compliance with the department. For publications aimed at undergraduate recruitment, the liaison also will be responsible for coordination with the Director of Admissions; for graduate recruitment, coordination with the Dean of Instruction and Graduate Studies. For publications with a development purpose, the liaison must coordinate activities with the Director of Development.
Types of Services Provided
The office staff undertakes a wide variety of activities for such diverse publications as brochures, pamphlets, flyers, posters, reports, certificates, newsletters, forms, signs, letterheads, advertisements, or books, and averages 175 jobs annually.
From beginning to end of the publication process, these activities include the steps listed below. Some clients may need all the services, while others may need just a few.
Planning: developing an effective outline of what your publication needs to communicate, to what audience, at what level, and at what cost.
Scheduling: preparing a production schedule based on the client’s needs and the current and projected workload and priority commitments of the office.
Writing: developing a manuscript based on the publication’s audience and client’s need. In almost all cases, the client/originating office will be responsible for providing the original manuscript to be used in the publication.
Editing: reviewing all manuscripts to eliminate grammar, spelling, and punctuation errors, and to improve organization, style, clarity and readability.
Proofreading: reviewing the typeset manuscript for remaining errors in grammar, spelling, and punctuation. While Communications always proofreads publications produced by the office, the final responsibility for proofreading the publication rests with the client/originating office.
Design: developing a visually attractive “look” for the publication, including specifying type, layout, ink, paper stock, artwork, and photographs, according to the publication’s budget.
Artwork / Photography: preparing original artwork to be used in a publication or helping to meet the need for photographs. Please discuss specific needs with the designer, who will work with you to hire a free-lance photographer or illustrator. These charges become part of the total cost of producing the publication.
Production (Page Layout): incorporating typeset copy, artwork, photographs, headlines, and other publication elements into the publication’s design.
File Printing: producing one copy of a word processor or page layout software program file on the office’s 1200dpi Postscript laser printer. For material intended to be reproduced in the Campus Copy Center, this represents the final stage in Communications' work.
(Commercial) Printing: arranging for multiple copies of a publication to be produced. The office works with a variety of commercial printers throughout the area. In most instances, the office will solicit competitive bids for all publications to be reproduced by an outside vendor. If the publication is to be reproduced in the Campus Copy Center, it is the responsibility of the client/originating office to coordinate the reproduction.
We hope you will stop by our office at any time with questions you might have about the publication process.