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Communications &

200 Tillman Hall
Rock Hill, SC 29733, USA
803/328-2855 (fax)
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Publication Guidelines

If you are planning a publication that is targeted to, or could reach, an external public, you will work with the publications staff to ensure that the finished project best represents you, your department and Winthrop. Professional editorial and design assistance is free of charge. If you intend to hire a freelance designer to help you with your project, be sure to read the information in section VIII, Student or Freelance Designers.

  1. Project Planning
  2. Preparing Your Text
  3. Print & Purchase Requests
  4. Scheduling Your Project
  5. Creative Collaboration
  6. Production Process
  7. Printing Process
  8. Student or Freelance Designers
  9. Logo Usage
  10. A Final Note

I. Project Planning
Almost all areas of the university are concerned with publications at one time or another. Whether your department has one project or many, we encourage you to contact University Communications and Marketing's Director of Publications and Printing (ext. 2236) as soon as you are aware of your publication needs. By scheduling a meeting with the director and design staff, the production team can gather information about your publication: its purpose, intended audience, budget considerations, possible formats, etc. This will ensure that your input is obtained before editing or design time begins on the project. Such a meeting may also be useful for an existing publication, if extensive changes are necessary, or if the existing format could be improved.

The following checklist will assist you in planning for your meeting with the publications staff:

Who is the audience for the publication? Will you be communicating information to prospective students, the Rock Hill community, employers, etc.?

What type of publication do you need? A poster? flier? brochure? newsletter? booklet?
What do you want to communicate? Will you need photographs or special illustrations?
What is your budget for the publication?

Where should the publication be delivered? To your office? To another department? To a mailing service?

When do you need to have the publication delivered? In determining this date, you will want to allow for additional time if the pieces are to be mailed.

How many copies do you need? How will the piece be distributed? Will it be mailed? If so, will you need envelopes or will it be a self-mailer? Does it need a reply card?

If your project will be produced using freelance or student design assistance, it is imperative to review Item VIII below for general guidelines for working with outside design sources.

If the project is an identical reprint of something originally printed on campus, sending a completed print request to Printing Services is sufficient to initiate this kind of job.

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II. Preparing Your Text
Generally speaking, University Communications and Marketing prefers that any copy submitted for a project is complete and final, and that it has achieved any necessary departmental approval prior to submission. On a limited basis, University Communications and Marketing can provide copy-writing assistance on projects. However, copy-writing services must be discussed well in advance of scheduling the project to allow for adequate time to complete any research associated with those services.

When final copy is complete it should be submitted via e-mail, typed in Microsoft Word format for PC and saved as a Word document, prepared according to the bulleted specifications below. A hard copy print out of the text should accompany the print request.

University Communications and Marketing and Printing Services convert most copy into a format compatible with available desktop publishing systems. To facilitate this conversion, your copy should be prepared as follows:

  • Please single-space all copy, using a one-inch margin on all sides.
  • Use blank lines to indicate copy breaks or new paragraphs.
  • In most cases, the university adheres to style guidelines as set forth in The Associated Press Stylebook and Libel Manual. The copy you submit will be reviewed and if necessary, edited, based on AP style guidelines.An abbreviated version of the university style guide is made available at the University Communications and Marketing's Web site.
  • Avoid using tabs, indents or columns in the final copy submitted. They do not convert easily to desktop publishing software. If a document contains a tabulated chart, that chart should also be submitted as a separate file in ASCII text-only format.
  • Do not use ALL CAPS, or insert commands for bold, italics or underlining. Again, these commands may cause problems in the conversion and design stages. Instead, insert a hand-written note on your accompanying hard copy to highlight copy points requiring emphasis.
  • Please keep in mind that the information you provide does not need to look like the layout of a final printed piece. Copy will be graphically manipulated after it has been converted for desktop publishing.

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III. Print & Purchase Requests
When you are ready to schedule production of a publication, a Printing Services Print Request Form should be completed and forwarded to University Communications and Marketing along with final copy. The form is not considered complete unless the following information is included:

  • budget number
  • authorized signature
  • date needed
  • quantity
  • delivery location
  • contact person

If the job requires off-campus printing, a Purchase Requisition must also be completed. In the space for a suggested supplier, type "For Bids Only."

If you are planning to reprint an on-campus printing job with only minor copy changes, a work request form with detailed instructions will suffice.

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IV. Scheduling Your Project
In a given calendar year, University Communications and Marketing coordinates more than 200 printed pieces for academic units and administrative offices on campus. Because of this volume, we ask that you contact us as soon as you are aware of your publication need. The timetable for producing a publication varies greatly depending upon the complexity of the project. To assist with scheduling projects, the publications staff follows an established publications priority list. In general, the following publications are treated on a priority basis:

  1. Publications for special events of university-wide significance (e.g. commencements, convocation).
  2. Publications for special events of major significance (e.g. homecoming, alumni reunion celebration, orientation, admissions open houses).
  3. Admissions and marketing materials.
  4. Scheduled periodicals and publications (e.g. Winthrop Magazine, Winthrop Update).
  5. Publications for regularly scheduled events or activities (e.g. concerts, lectures).

*Please note that publications staff must limit its involvement to publications that reach external publics, simply because of time constraints. On-campus posters, T-shirt/sweatshirt designs for student organizations, departmental in-house newsletters, and other publications created for on-campus audiences only cannot be created by our design staff. By appointment, our designers will be glad to review on-campus publications and offer suggestions if requested. Any use of the Winthrop logo must be approved by University Communications and Marketing.

University Communications and Marketing prefers a minimum of six weeks of notice, even on simpler jobs, because of the time needed to phase a project into the production schedule, and to permit adequate time for editing, designing, proofing, printing and (if necessary) shipping. More complex jobs can require much longer lead times -- in some cases, four to six months. Production schedules are occasionally subject to change when unexpected contingencies occur. The best precaution is to provide notice at the earliest opportunity.

In rare cases, work volume may make it impossible for University Communications and Marketing to guarantee completion of a job within the necessary time frame. Should this occur, the department will assist in making an outside referral, and retain rights of final approval, based on the image considerations outlined above. If work with a student or freelance designer is required, please refer to item VIII below.

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V. Creative Collaboration
The publications staff wants to ensure that your project best represents you and your department. Therefore, it's important that your comments and suggestions for copy and design be presented in a meeting to review the project. During the creative process that follows, your suggestions will be considered and incorporated in accordance to the mandate set forth for University Communications and Marketing to create appealing, effective publications for the campus community. For that reason, final creative decisions including editorial, design and printing matters must rest with University Communications and Marketing.

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VI. Production Process
Once the parameters of a project have been established, and the necessary text and paperwork have been received in the proper format, University Communications and Marketing will begin its "hands on" work. What follows is a description of the production flow for a typical job:

  1. Editing ensures that the submitted copy is appropriate, effective and follows Winthrop style rules. If this process necessitates major rewriting or editing by the publications staff, a copy proof will be sent to you to review text changes prior to layout.
  2. Design is one of the most important and time-consuming stages. It involves formulating an effective visual communication strategy, then developing the concept using layout, photography, illustration, or related graphics. Paper stock and ink specifications are determined at this time.
  3. Proofing is the next stage. A mockup or proof showing a sample layout is generated by desktop publishing on a color copier; photos are in place; style and wording is shown; color breaks are indicated; and a paper sample is supplied if possible. At this point, clients are asked to proof all copy. Any legitimate copy corrections or alterations should be indicated on the proof when it is returned. Please remember that extensive changes or delay in returning the proof could delay the final delivery of the print job. No job reaches the prepress stage until approval is received.
  4. Approval by a faculty or staff member with budget authorization is required prior to printing. Typically, emailed approval is accepted. It is imperative that a project manager seeks the highest level of approval necessary (director, vice president, president, etc.) for the project prior to printing.
  5. Prepress is the last stage before a job goes to press. Conversion of the desktop file to mechanical form (resin-coated paper or negative) happens at this stage. For off-campus printing, the vendor usually handles all prepress work.
  6. Printer proofs are the last furnished proofs before actual printing begins. Off-campus vendors submit a "blueline" which is an ink jet print-out showing all prepress work. Along with a color digital proof, the blueline provides the best idea of what a publication will look like. The purpose of these proofs is to check position of image elements, folding, color breaks, etc. Because editorial changes made at this stage are time-consuming and expensive, all routine proofing for factual accuracy and typographical correctness is completed at an earlier stage. In most cases, a blueline and color digital proof will be reviewed only by the publications staff.

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VII. Printing Process
When all prepress work is complete, the printing process may begin. Printing Services staff cut the paper stock, make printing plates if necessary, and ink the press. After the job is run and appropriate drying time has been allowed, the individual printed sheets must be scored, perforated, folded, collated and bound, depending on the complexity of the job.

The publications staff maintains regular contact with Printing Services, as well as off-campus printing vendors. If your printing can be handled on campus, both University Communications and Marketing and Printing Services will work with you to get the job done as efficiently and economically as possible.

If the printing requirements are outside the scope of Printing Services' capabilities, University Communications and Marketing will determine printing specifications and will work with Procurement on bidding. See the Printing Services Web site for detailed information about on-campus printing capabilities.

Whether printing on campus or off, University Communications and Marketing makes every effort to specify recycled papers and environmentally safer soy-based inks. The publications staff will also recommend appropriate cost-cutting measures where applicable.

For any off-campus printing project, the guidelines in the South Carolina Government Printing Services Manual apply, and approval by the Office of University Communications and Marketing is required. University Communications and Marketing can provide assistance in completing printing specifications forms.

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VIII. Student or Freelance Designers
When working with student or freelance designers, it's important that the work meets university graphic standards and that the designer is aware of the intellectual property rights which govern the work submitted for university use. As good business practice dictates, such designers should sign and date a contract verifying their understanding that, upon completion, all work will become the intellectual property of the university and that no further royalties will ensue. In doing so, the university is protected from any misunderstandings, which could otherwise arise concerning royalties or accessibility to artwork the student or freelance designer has created. Ultimately this supports the university's effort to maintain a certain caliber of work and empowers the designer to consider university requirements in establishing contract terms.

Equally as important is getting all freelance artwork on disk for future use or reference. Having a print-quality digital file of the project will enable the design to be amended by others (e.g. date changes, etc.) if the designer is no longer available and a revision/reprint is desired. Therefore, two copies of the final art should be provided upon completion of the project – one copy for departmental reference and one copy to be forwarded to the university's art director in University Communications and Marketing. The latter disk should include compilation art, all fonts, and all high-resolution photos and graphics required for final printing.

On a final note, freelance or student designers should consult with Printing Services prior to beginning their design if the project is intended for on-campus printing. Printing Services will need to discuss with them the layout and other production issues which may play a fundamental role in the way their project should be designed for on-campus printing.

For further instructions, see the Procedures for using a Freelance Designer.

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IX. Logo Usage
Use of the Winthrop University logo and the athletic department logo is carefully controlled to prevent unauthorized or graphically inappropriate applications. Procedures related to use of both logos are detailed in the Visual Identity Manual (pdf).Your cooperation in adhering to published logo guidelines is essential to the preservation of a positive public image of the university.

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X. A Final Note
Electronic publishing has greatly enhanced the services and capabilities of University Communications and Marketing and Printing Services. Staff members are currently producing publications in a more timely and efficient manner than ever before.

With these strides has come a proliferation of desktop publishing software on campus. While non-professional electronic design is certainly possible, it is rarely acceptable in publications distributed to external constituencies. Neither is most of the current laser printer output available on campus. For most purposes, 1,800 and 2,400 dpi (dots per inch) output, as provided by printing professionals, is the standard by which all publications that target or may reach external audiences should be produced.

For More Info
For additional information on producing Winthrop publications or clarification on any points
mentioned in this brochure, please contact University Communications and Marketing, 200 Tillman Hall, or call the
director of publications and printing, ext. 2236.

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Last updated: June 2012

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