Publications

How We Work

 
Giving Decal

The publications department emphasizes customer service, maintains high quality standards and provides work in a timely manner. 

Your Role

Project Owners
A “project owner” (someone who works with publications and who is a member of a department that does not have a designated account manager) is responsible for the following:
      • Schedule meeting with publications / web teams (at same time, if possible) to review project
      • Fill out a Publications Planning Guide (PPG), supplying a creative brief (page 3 of PPG), indicating budget and distribution information
        • Whenever possible, supply sample publication(s) for comparison (paper, color, look, etc)
        • Provide copy for the publication, keeping within recommended word count maximums
        • See Templates for word count guidelines
      • Review layouts, then provide feedback and direction, as well as any copy edits
      • Review paper selection and ink choices and sign off on them
      • Approve print estimate
      • Show materials (as needed) to management within the sponsoring department for review and approval 
        • Select audience and create mailing list 
        • Contact and work with selected mailing house for mailing
        • Ensure that enough money for postage is in the appropriate postal account
      • Sign off on final version of work
      • Pay invoices and IDT (for design/production work)

Account Managers
An account manager (someone within Public Relations and Marketing who is assigned to a specific school/college/department) is responsible for the following:
      • Schedule meeting with publications / web teams (at same time, if possible) to review project; include campus partner if possible
      • Fill out a Publications Planning Guide (PPG), supplying a creative brief (page 3 of PPG), indicating budget and distribution information
        • Whenever possible, supply sample publication(s) for comparison (paper, color, look, etc)
        • Work with campus partner to secure copy for the publication, keeping within recommended word count maximums
        • See template section for word count guidelines
      • Review layouts, then provide feedback and direction, as well as any copy edits, both before and after campus partner has reviewed
      • Review paper selection (with paper samples, if necessary) and ink choices, and sign off on them
      • Review print estimate with campus partner and get approval
      • Show materials (as needed) to executive management within the sponsoring department for review and approval 
      • Select audience and create mailing list 
      • Contact and work with selected mailing house for mailing
      • Ensure that enough money for for postage is in the appropriate postal account 
      • Review final version of work with campus partner and obtain signoff
      • If necessary, review invoices and IDT with campus partner

Timeframes for Publications Projects

The average project timeframe is 6-8 weeks. 

Postcard 5 - 6 weeks (schedule in additional mailing time)
Poster/Flyer 5 - 6 weeks
Invitation 6 - 8 weeks (schedule in additional mailing time)
Program 8 - 10 weeks (depending on complexity of event)
Folder (w/o inserts)
6 - 8 weeks (includes three weeks to print)
Folder (w/ inserts)
8 - 10 weeks (includes three weeks to print)
Brochure/Viewbook (update)
8 - 10 weeks
Brochure/Viewbook (new/redesign)
3 - 4 months
Print Ad (newly designed or heavily updated)
4 weeks
Print Ad (minor edits)
2 weeks
Print Ad (resize)
1 week

Publication Planning Guide

The Publications Planning Guide (PPG) provides clear direction about the project to our creative team. 

The PPG requests detailed information, including target audience, goal of the piece, tone, look and feel. This information will help our designers create better creative concepts that meet expectations and save time on the back end.

You will also need to indicate whether you want a high degree of conceptual work done for the job.  If yes, you'll need to:

  • Arrange a meeting between publications and your school/dept./program
  • Summarize the agreements and direction from the meeting in writing and share with publications via email
View the Planning Publications Guide »

Ad Request Planner

Account managers or project owners book space in a particular publication at least four weeks in advance of the placement and completes the Advertising Request Planner.  (See Timeframes for specific production timelines.)

When creating new ads, a face-to-face meeting with a designer is required.  Providing an example of an existing ad (to give layout ideas) is always helpful.

View the Ad Request Planner »
Contact Us

Publications
(973) 378-9841
Ring Building

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