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Section: Administrative
Policy Number: 1-7
Policy Name: Office of University Publications
Date: October 1, 1981
Revisions: July 1, 1987; June 5, 1989; June 1, 1996; July 1, 2005
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PURPOSE
To coordinate all University publications and other visual materials so that a) their content, format, and design reflect positively upon the University; b) they do not duplicate or conflict with other University publications; c) they do not contain misinformation and are not at variance with established policy; and d) they are produced economically and efficiently.
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POLICY
All departments, divisions, colleges and other units of the University will order all printing and related services through the Publications Office with the exception of those publications produced by units with in-house publications professionals or by units with special requirements. (The word "publication" in this sense does not mean informational letters written by an officer or administrator for distribution to large groups or similar informal informational pieces.)
Technical reports, such as those issued by the Colleges of Agriculture and Natural Resources and Marine Studies, articles for professional journals, and materials for on-campus or classroom use need not follow this procedure. Any unit that feels it has a valid reason for an exemption to conforming with this policy should first consult with the Office of the Executive Vice President and University Treasurer.
In promoting a positive image of the University and an economical and efficient means of production, the Publications Office functions on two levels: 1) active participation in the production of a specific publication and 2) pre-press review of all publications intended for external distribution for which a given unit has assumed the responsibilities of production.
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Participation in Production:
Publications brought to the Publications Office for production receive copy review and proofing and, if necessary, editing. The degree of editing is agreed upon at the beginning of the production process. Right-of-first-refusal on printing, typesetting and labeling is extended to the Graphic Communications Center.
The requesting department concerned will bear the cost of the publication. There is no charge for the services of the Publications Office. There will be charges for the production and printing - either on or off campus. The charges for artwork and design when not performed by the Publications Office will be directed to the University client. The client will always participate in any special financial arrangement agreed upon before work commences. The Publications Office will provide an estimated cost for a publication when all copy has been received and a design and quantity decided upon. Estimates take time to compute, so please allow at least two or three days for this process. Begin planning your job early with the assistance of the Publications Office. Outside help will be provided by the Publications Office for any aspect of a job that exceeds the capabilities of its staff.
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Pre-Press Review:
During a review, individuals will show layouts, Xerox copies, computer print-outs, pdfs, comprehensives or mechanicals to Publications Office staff members. This review policy also applies to the products of desktop publishing equipment intended for off-campus circulation. The review must take place before the publication is printed, silkscreened or reproduced by laser printer and distributed.
The proposed publications will not be analyzed word for word but the following will be examined and expected to comply with University policy: University name and spelling, appropriate logo, disclaimers, nondiscriminatory statement, ethnic representation in photos and acceptable art work. Each submitting college is responsible for factual accuracy in the publication content. Statistical information may be verified through the Institutional Research and Planning Office. Recurring publications will have a one-time review. A change of design or format necessitates an additional review.
The manager of the Publications Office approves all purchase requisitions to commercial vendors. The Publications Office is staffed by a manager, two art directors, three editorial coordinators, and a secretary. Students from the Visual Communications Department (when available) provide valuable design assistance, and student internships in art photography, English and design are encouraged.
Submitted by: Publications/Supporting Services
Copyright, © 1996, University of Delaware. All rights reserved.
Please direct questions to the Executive VP office.
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