Working With Us
In order to ensure that your project progresses in the most timely and orderly manner possible, the Department of University Publications strongly recommends that you designate one person from your department or office to be responsible for a given publication and to be the contact person for that project. He or she will be the one who attends initial meetings, submits requisitions, copy, photography, etc., and signs off on all proofs throughout the editing, design and printing stages.
In the normal course of the production of a university publication, a number of stages are encountered in which the client and the Department of University Publications must interact — getting together to communicate ideas, provide elements of the project, view work in progress, convey timetables, OK proofs of various kinds, etc. Below are listed the types of interactions either you or we are likely to require.
Project Request
Any client interested in designing or redesigning a university publicationshould complete the online Project Request Form. The request will be reviewed by the Department of University Publications within 24 hours.
If the project is accepted, University Publications will designate a three-member team, composed of a production manager, an editor and a designer, to work with the client. If the project is not accepted, University Publications will help facilitate the process of contracting with a freelancer.
Initial Meeting
The production manager will schedule an initial meeting and serve as the client's main point of contact throughout the project. Clients should come to the first meeting prepared to discuss creative concepts, budget issues and project delivery dates.
On average, projects require ten to twelve weeks to complete, depending on the complexity of the work and the current workload of the office. Please plan accordingly.
Production Schedule
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.
Cost Estimates
The production manager will solicit printing estimates after the initial meeting. Clients will receive a written confirmation of this estimate. The production manager will ask for the client's approval of the estimate before publication enters production. If the estimate is unsatisfactory to the client, he or she should meet with the production manager to explore ways in which the project can be altered to reduce costs.
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. The Department of University Publications uses the "Chicago Manual of Style." Edited copy will be sent back to the client for final approval.
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.
Reprints
A client planning to reprint an existing publication without making any corrections 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 or corrected text, a meeting will be scheduled between the client and Creative Services.
Photographs
Clients are free to 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.
Mail House
Several offices on campus use a mail house to handle bulk mailings of publications. Arrangements must be made by the client with a mail house. University Publications 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. University Publications 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.