Pikeville College - Public Affairs

 
 

Publications

The Office of Public Affairs is responsible for the development, design, preparation and coordination of all publications directed to both on and off-campus constituencies. The Publications staff offers consultation to faculty, staff and students in every aspect of production of printed and electronic materials, ensuring that they are appealing in format and design, cost effective and representative of the College’s mission and goals.

The Office of Public Affairs coordinates and designs major Pikeville College publications, including catalogs, class schedules and student recruitment materials. In addition, each year we design hundreds of brochures, fliers, newsletters, booklets, reports and a variety of other materials as needed by faculty and staff.

What are the steps to producing a publication?

  • Schedule a meeting with the Coordinator of Publications by calling (606) 218-5264.
  • Meet to discuss communication goals, content, budget, quantity, paper stock and best method of production. For existing publications, discuss necessary revisions.
  • At this meeting provide:
    • the text in a Microsoft Word® file (either on a disk, in a shared file on the server or attached to an e-mail message) and a hard-copy printout.
    • any photos or graphics.
    Submitting a document created with desktop publishing software such as Publisher, PageMaker or QuarkXpress is not acceptable, since file conversions and other technical problems often render these files unusable and/or un-editable.
  • Please do as little formatting as possible. Do not use tabs, bullets, columns, hard returns, etc.
  • If the publication needs to be redesigned, text and graphics must be provided. The designer will provide photos and ask for input and assistance if needed.
  • Prior to meeting, content should have been edited, revised, spelling, grammar and fact-checked and be reviewed and approved by your supervisor.
  • A Publications/Reprographics Order Form, completed and signed by you and your supervisor, must accompany all orders.
  • Discuss the job timeline: compare your deadlines with Publications’ schedule and commitments. Agree on a date for a proof.
  • After a proof is provided, meet with your supervisor for feedback. Only minor revisions such as typos are to be made now. Extensive changes in design or text at this point will require extending the final deadline.
  • If necessary, Publications will refine the design and present an additional proof.
  • When satisfied, you and your supervisor will sign a Proof Approval Form granting permission to print.
  • Publications will be responsible for Xeroxing in-house or submitting to a commercial printer for publication.

How long does it take to produce a publication?

The time required to produce a publication varies with each project, depending on the specifications, complexity of your project, and Publications’ current schedule and commitments. This is a major reason planning is so important and why one of the first questions you will be asked when you meet with the publications staff is “When do you need it?”

  • Xerox jobs (photocopying from a hard copy original with no revisions needed) can be processed within 1-3 days.
  • If booklets require punching and binding, an additional 5-10 working days should be allowed depending on the number of books.
  • If your publication must be submitted to a commercial printer, an additional 3-4 weeks (from the time the final copy has been proofed and approved) is required by the printer to produce your job. This timeframe should be considered prior to submitting your print request to avoid unnecessary rush charges.
  • If you request an estimate, we will request bid proposals from reputable commercial printers based on your final printing specifications. Estimates are good only for a 30-day period.

How can I help make my job go faster?

Perhaps the most important guideline that you should follow to ensure that your project is completed in the most efficient timeframe is to submit all components of your project (i.e., composite, copy, photos, artwork) at the same time. We typically have many projects in queue at any one time, and those that are submitted in an incomplete form must be “put on the back burner.” The Coordinator of Publications can help you determine what components you need to submit during the initial meeting.

All publications should be prepared according to the following guidelines:

  • If the publication deals with student admission, programs or scholarships, it should contain the College’s non-discrimination statement. All copies should be submitted in Microsoft Word® format and should be accurate and succinct. It is important for all content to be approved by you and your supervisor before it is submitted for design.
  • Make sure you have obtained written permission for any copyrighted materials (texts, tables, photos) you plan to use.
  • Remember that simplicity is the key element in preparing a document for electronic transmission. You need only enter the keystrokes and make sure the copy is correct and accurate. The designer and typesetter will format your document to camera-ready art. Any attempt to preformat your copy using hard returns, multiple spaces or tabs, indents, columns, justification or other complex functions will add, instead of save, design time and ultimately affect completion date of your document.
  • Make a backup copy of the disk for your files.
  • Include a hard-copy printout when you submit your disk.
  • Return proof copies as quickly as possible.