Winthrop University Visual Identity Manual
Winthrop Publication 5.3
or activities (e.g. concerts, lectures)
University Communications and Marketing must
limit its involvement to publications that reach
external publics, simply because of stang
considerations. 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 sta.
By appointment, our designers will be glad
to review on-campus publications and oer
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 notice, even
on simple 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 freelance or
student designer is required, please refer to
Procedures for Using a Freelance or Student
Designer on pages 6.5-6.6.
Step 5: Creative Collaboration
University Communications and Marketing 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 to create appealing, eective
publications for the campus community. For
that reason, final creative decisions including
editorial, design and printing matters must rest
with University Communications and Marketing.
Step 6: 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, eective and follows
Winthrop AP style guidelines. If this process
necessitates major rewriting or editing by
the publications sta, a copy proof will be
sent for your review prior to layout.
2. Design is one of the most important
and time-consuming stages. It
involves formulating an eective 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. Most proofs
are generated as PDFs and sent by email.
At this point, clients are asked to proof
all copy. Any copy corrections should be
indicated on the proof, either by printing
out the pdf and physically writing on it or by
placing digital sticky notes with comments in
the PDF document itself. Please remember
that extensive changes or delay in returning
the proof could hinder the final delivery of
the print job.
4. Approval by a faculty or sta member with
budget authorization is required prior to
printing. An email sent to the Director of
Printing and Creative Services stating
the approval of the most recent proof
will suce. 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
printing plates happens at this stage. For
o-campus printing, the vendor usually
How to Prepare a Winthrop Publication (continued)