TUFTS UNIVERSITY OFFICE OF PUBLICATIONS WHO WE ARE

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1 TUFTS UNIVERSITY OFFICE OF PUBLICATIONS WHO WE ARE The Office of Publications translates and transmits the Tufts brand by creating high-impact, cost-effective, and results-oriented marketing communications. In addition to school and division print and Web projects, we are responsible university-wide for: INTEGRATED MARKETING PLANS VISUAL IDENTITY CONTENT MESSAGING COST CONTROLS We will partner with you to achieve your communications goals. This can include working together to create a concept and strategic plan; providing all needed editorial, design, and project management services; or advising on appropriate external vendors and resources. The following documents will help you begin to think about your communications needs and how we can best support your project. 1

2 PROCESSES AND PROCEDURES The Office of Publications is the professional marketing communications group that provides strategic planning, print, Web, and design resources for the university. It is the university s authorized provider for: Project analysis and needs assessment Professional graphic design and editorial services Production management Printing information and vendor referrals Access to official university word mark, seal, fonts, and style guides HOW? The following will be discussed at your initial meeting with the Office of Publications: Your audiences, goals, and communications concerns Your photographic needs Budgetary considerations A production schedule that indicates important dates in the timeline to ensure meeting the requested delivery schedule When a project is ready to begin production, it should arrive with: Preapproved unformatted text in Microsoft Word Any images you are providing: original prints or 300 dpi (high-resolution digital format) Interdepartmental requisition Quantity needed THEN WHAT HAPPENS? For general planning purposes, from the date approved final text and images are received by a project manager: Your catalog or view book should be ready in 3 months Your brochure should be ready in 6 to 8 weeks Your booklet or newsletter should be ready in 8 to 10 weeks Your Web page should be ready in 2 months (minimum) Your poster should be ready in 4 to 6 weeks Throughout production, your timely approvals and signoffs will keep the job moving and result in the quickest turnaround. Once a production schedule is established and all necessary materials submitted to the design department, substantive design and text alterations should be kept to a minimum. Please take into account that deviations from the production schedule will affect the final delivery date. HOW MUCH WILL IT COST? Describe your needs to the staff of professionals in the Office of Publications. Together you can arrive at a plan that will tailor the design, print, and materials charges to meet your budget. Graphic design services are charged at an hourly rate. 2

3 DEFINING YOUR PROJECT Understanding your communications project can begin by considering the following questions: Who am I talking to? What am I saying? How am I saying it? Why am I saying it? These simple questions will begin to define your audience, what message you want to send them, what method will produce the best response, and what you expect this communication to accomplish. At a first concept and strategy meeting, our professional team will help you develop your strategic/creative concept by discussing the following topics: GOAL What is the primary purpose of this communication? What is the desired response? Are there secondary goals this project can accomplish? SCHEDULE When does the audience need your information? What is a realistic production timeline? Does the schedule accommodate developing and refining drafts, approvals, design, printing, or programming requirements? BUDGET What funds are you willing to commit to the project? Do you want to invest in photography, illustration, a longterm visual identity? What is the ROI (Return On Investment) in relation to your goals and audience? ROLES Who are the key stakeholders? Who will have to sign off on the project? Who will provide the content? Who will be the contact person and oversee the project from your office? AUDIENCE How is your audience defined? (by school affiliation, giving level, age, interest, faculty, staff, students, alumni, friends, etc.) Based on your audience and your goal, what tone will produce the best response? (friendly, witty, formal, bold, etc.) What other communications does your audience receive from the university or read/watch via other mass media channels? CONTENT What information do you need to convey? What messages do you want to send about Tufts, your school, your specific project? What photo/graphic images will support these messages? What tone should the text convey? DELIVERY/FORMAT How is this communication best received? (print? ? phone?) What format might be most effective? When would receiving the piece produce the best result? 3

4 INTAKE SHEET JOB #_ DATE _ Type of publication Target audience/goal Family of publications? New job Revision of (job #) Approved text due _ Quantity _ Budget Account number Requisition supplied? Ink _ 2-color 3-color 4-color Stock preference (if any) _ Photography content Photos supplied Photo shoot? Comments/Other Requesting department Primary contact Phone _ Fax _ 4

5 PRODUCTION SCHEDULE DATE PRODUCTION PHASE Final text and preapproved images submitted to Publications Edited text files to design Initial design comp to client following internal review Text corrections and final design revisions to Publications To design for revision Revised comp to client Final text corrections to design To project manager for final internal check To design for disk prep To printer Delivery 5