1. Job Request
The first step is to submit a Job Request in electronic or hard copy to Tim Hillis, Director of Publications, Administration Building, Room A-316. The job requester should fill out the top half of the form providing contact information and general information about the job.
The job requester may also need to provide other materials as well, such as:
- Sample of previous job, if a reprint
- Sample of previous job marked with edits, if previous is to serve as template
- Text in electronic document for new job, for previous publications not in Marketing Office files, text edits longer than 12 words, lists of names, titles, awards, etc..
- Photos and/or artwork if they are to be included
- If photos aren’t available, but wish to be included, a schedule of possible appropriate photo-taking opportunities
Publications cannot begin a job until all materials are received.
2. Job Time Frame
The time it takes Publications to complete a job depends partly on the complexity of the job. We divide jobs roughly into the two categories of Simple and Complex. All jobs (except some reprints) must be reviewed and approved by the requester before they go to print. So the completion time will also depend upon the responsiveness of the requester doing reviews and the number of changes required. Jobs should not require more than two rounds of edits from the initial design.
A simple job may be a reprint of an earlier job or a re-do of an earlier job requiring some minimal editing. It may also be a new job with little color and very basic layout. Stationery, buck slips, single sheet forms, simple announcement postcards or others that follow previously used formats are examples of what may constitute simple jobs. Simple jobs generally take Publications 4 to 7 working days to complete.
Complex jobs are usually something new or a major alteration to a previously done piece. Multi-page brochures and booklets, sets of forms, photo postcards, flyers and posters and pieces that require gathering information from multiple sources are examples of complex jobs. Complex jobs may require a meeting with Publications after submitting the Job Request Form. At the meeting, all aspects of the job will be discussed and a written production schedule outlining deadline dates for submission of materials, proofs, edits, printing and mailing can be developed collaboratively between the requester and Publications. The need for photos may also be discussed in the meeting and a photo session scheduled if necessary.
Complex jobs may take 7 to 14 working days for Publications to complete, but extremely complex jobs can take as much as 4 to 6 weeks.
3. Job Progress
Upon receipt of the Job Request Form and complete materials for a job, Publications will develop the initial design of a simple job in approximately 4 working days and a complex job in approximately 7 working days unless another time frame has been set out in a meeting. Following these parameters, a specific date should be designated on the Job Request Form. The requester will be notified that a proof of that initial design is ready for review. No job is sent to print without review
If the initial design is acceptable, the requester should sign off on the proof, indicating it is good to go to print. if edits are required, they may be marked directly on the proof (preferably using red pen or pencil and standard proofreader’s marks). replacement or additional text of more than 12 words must be provided in electronic form (within the body of an email is acceptable).
Depending on the extent of edits, 1 to 5 days may be required to incorporate them into the design. The requester will then be notified that a new proof of the design is ready for review. If this is acceptable, the requester will sign off on the proof. If further edits are required the process will repeat.
A simple job should not require more than two rounds of edits, and a complex job no more than four. Each round should require fewer changes. Please bear in mind that additional time will be needed for printing (see Printing section below) and alteration or “rethinking” is not the same as editing.
4. Job Printing/Mailing
In-house printing at QCC Printing Services requires 7-10 working days; outside print vendors typically require 10-15 working days for printing.
If you are requesting an in-house print job in color, please provide the departmental budget to be charged on the Job Request Form.
Requisitions must be submitted to CUNYfirst by the requester or requester’s department for all outside printing and mailing.
Requester is responsible for providing mailing lists to the QCC Mailroom or to the outside vendor being used.
If you have any questions, contact Tim Hillis, Director of Publications, at email@example.com or 718-281-5034
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