Working With Us
For your project to progress in the most timely and orderly manner possible, the Department of Creative Services strongly recommends that you designate one person from your department or office to be the contact person. This contact person will be responsible for attending initial meetings; submitting copy, images and requisitions; and for sign-off on proofs throughout all stages of editing, design and printing.
In the normal course of the production of a project, there a number of stages in which the client and Creative Services must interact — collaborating on ideas, providing elements of the project, viewing the work in progress, discussing timetables, approving proofs, etc. Following are the basics of the process you can expect when working with Creative Services.
Project Request
Any client interested in designing or redesigning a university publication should complete the online Project Request Form. The request will be reviewed by the Creative Services within 24 hours.
If the project is accepted, Creative Services will designate a three-member team composed of the production manager, a publications editor and a designer, to work with the client. If the project is not accepted, Creative Services will help facilitate the process of contracting with a freelancer.
Reprints
A client planning to reprint an existing publication without making any changes should nonetheless complete the online Project Request Form. This will ensure that obsolete text and outmoded or stale design are not automatically renewed. If a publication requires a new design, images, or corrected text, Creative Services will schedule a meeting with the client.
Initial Meeting
The production manager schedules an initial meeting and serves as the client's main point of contact throughout the project. Clients should come to the first meeting prepared to discuss creative concepts, budget, and delivery dates.
Production Schedule
Projects may require a number of weeks to complete, depending on the complexity of the work and the current workload that Creative Services has. Please plan accordingly.
Following the initial meeting, the production manager will devise a production schedule, a copy of which will be sent to the client. Failure on the part of the client to meet this schedule may jeopardize the agreed-upon delivery date. Extra revision cycles (or extending the review period beyond the allotted time) may also impact the final delivery date.
Editing Process
Clients should submit all written materials to the production manager. The publications editor will edit the copy for Brandeis style, grammar and accuracy. Creative Services uses Associated Press Style. Edited copy will be sent back to the client for final approval.
Cost Estimates
The production manager will solicit printing estimates after the project's scope has been determined. Clients will receive a written confirmation of this estimate. If the estimate is unsatisfactory, the client should meet with the production manager to explore any ways in which the project can be altered to reduce costs.
Signature of Galley, Mechanical and Blueline
Clients will be asked throughout the production process to proofread and approve galleys, mechanicals and bluelines. Once approved, a signed copy should be returned to the production manager.
Photographs
Clients can submit their own photographs or tap the Department of Photography and Videography's existing image bank at no charge. Otherwise, there is a charge for photographic services. Creative Services may also suggest using stock images for a client's project. If that is the case, the production manager will inform the client and obtain approval of the costs associated with such images.
Mail House
Several offices on campus use a mail house to handle bulk mailings of publications. If a client would like to use the services of a mail house, such arrangements must be made by the client directly with a mail house. Creative Services will gladly arrange for printers to deliver publications to a mail house if requested.
Name Lists
All name lists appearing in publications must be submitted on disk. Creative Services cannot be responsible for the submission of misspelled names or incorrect class years. It is the client's responsibility to proof carefully all names before submitting original copy.