Publications Procedures

GETTING STARTED | SERVICES AVAILABLE | DESIGN | APPROVALS | PRINTING AND COPYING | MAILING

The four areas that make up Hofstra University Publications, all housed in Butler Annex, work together to write, edit, design, print, and mail publications for faculty, administrators, and staff. We produce brochures, catalogs, fliers, booklets, ads, newsletters, invitations, posters, calendars, and business cards.

GETTING STARTED

To begin work on a publication, visit the Hofstra University Online Print Center and log in, using your Novell account user name and password. The Hofstra OPC lets you place new orders, reorder previous orders, view order status, modify unsubmitted orders, and manage previously archived files and items. A Getting Started link has all the instructions you need, though questions about using the system can be addressed to Publications at 463-6963.

Business cards can be requested with a business card order form that can also be filled out electronically on this Web site. If a client is re-ordering business cards, they should download the form, attach an old business card to it, and fax the form to Publications at 463-4711. Or send it through interoffice mail.

SERVICES AVAILABLE

Editorial Services assists our clients by either writing copy or by editing and fact-checking existing text. Our copywriter can write copy or refine existing copy; compose captions; write advertising; conduct interviews for newsletters; or pen speeches. If clients need copy written, please call Publications at 463-6963.

Our editors proofread first-draft copy and edit for grammar and style before design begins. Once clients decide which editing suggestions they wish to make, the copy makes its way through the system. Design work now begins with clean, edited text.

DESIGN

Once Creative Services receives the edited copy, the Assistant Creative Director assigns a graphic designer to the job.

The graphic designer meets with or speaks to the client to determine the best way to communicate the client's message. Important considerations include size, paper, the overall tone of the design, the order of information, photography, typefaces, colors, the method of mailing, potential printing problems, and more. These should be communicated in the Online Print Center notes, to make the workflow as smooth as possible.

If they choose, clients can access Extensis, the University's digital photography library, or Photos.com to suggest photos for the graphic designer to use. If using Photos.com, sign up for a free guest account, create a lightbox and email the lightbox to your assigned artist. Simple instructions on how to create lightboxes are found on Photos.com.

While design work continues, other considerations are made. If a publication will be mailed from the Hofstra Mail Center, the graphic designer alerts the Mail Center's manager, who will communicate with the client and request a mailing list, if necessary. If the job requires an outside printer, the director of printing and publications services, obtains cost estimates and makes recommendations.

APPROVALS

The graphic designer and client will exchange a proof to reach a finished design, which the client must approve by signing a layout or by faxing or e-mailing approval. Editorial Services then proofs the final design and the vice president for university relations reviews it before printing. The finished design either goes to the Print Shop or to an outside printer.

PRINTING AND COPYING

Printing and Publications Services prints or copies publications in black and white or color. (Large or specialty four-color printing orders are sent to outside printers.) The department provides cost estimates and advice for outside printing.

If the job is being printed outside, clients must attain a purchase order from the Purchasing Department by sending a request to Purchasing at 463-6610. Any client whose job is being printed by an outside printer will receive a blueprint prior to printing.

MAILING

The printed publication is picked up by the client, delivered to the client by the Plant Department, or mailed from the Hofstra Mail Center. All questions about mailing can be addressed to the manager of the Mail Center at 463-4737.