Contents

• Requesting our services
• Publication Production Process
• Job Tracking Procedures
• Publication Bidding Procedures

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Requesting our services

Assignments are made to publications personnel based on current workload, project status of each designer and editor, and established priorities of the unit. All requests for services, however, are considered and evaluated on their nature and timing, and the current workload. When requests cannot be met, the unit will provide editorial, visual design, and production consultation, and will try to refer the client to other appropriate service sources.

Services of University Publications unit are free to the university community and committed to projects based on their importance to the marketing/public relations efforts of Virginia Tech. However, we do charge for our services on projects that are funded by grants in which monies are allocated for communications purposes. In addition, entities that are affiliated with the university are charged and include auxiliaries, the Athletic Department, and the Corporate Research Center. Charges generally follow the current market rate of $50 an hour for design, $30 an hour for editorial services, and $40 a page for page production. Because of current workload demands, our involvement in such projects is rare.

Requests for publications services should be made to the Creative Services Manager, Michele Moldenhauer, or call 231-6839. After it has been determined that the Publications Unit will accept the job, a concept meeting will be scheduled with the assigned designer, editor, and photographer. The client needs to provide the following intake information at that initial meeting:

• size and nature of target audience
• need and goal of publication
• distribution method
• delivery date
• final copy date
• budget
• funding source
• samples or previous publications
• preliminary copy

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Publication Production Process

At the meeting, a preliminary scheduling sheet will be filled out listing production milestones, including:

• copy received
• edited copy to client
• final copy to designer
• initial design to client
• first laser proof to editor/client
• specifications to printer or purchasing for price quotes
• final proof to editor/client
• bid awarded
• mechanical to printer
• proofs approved by client, designer, and editor
• delivery

The designer and editor are responsible for following the schedule and working with the client to meet established deadlines.

The copy-received date is extremely important to the successful start of the project. The copy should be final, i.e. reviewed and approved by all parties at the client level. Not until then is copy ready for editing by a publications editor. Consult the editor for best method of proofing, i.e. whether they prefer a hard copy or electronic file.

The designer will work directly with the client and will show initial design ideas, including a thumbnail sketch of the publication, for approval.

Once copy and photography have been finalized and the thumbnail design is approved, the designer will start work on page production. When completed, laser proofs of the pages will be reviewed by the editor and client. Corrections will be added by the designer, editor, and/or client, and final proofs will be outputted. It is imperative to thoroughly review and check final proofs before submitting to the printer.

Once finalized, final laser proofs, a dummy, and electronic files will be sent to a printing vendor for production.

Designer, editor, and client will approve all printer proofs, digital and composite color proofs, and bluelines (pages produced from film output). Any client changes at the blueline stage will result in critical time delays and additional printing charges.

In general, consider the following timeframes (in work days) when planning a typical 16-page, full-color publication:

Editing/Photography/Thumbnail Design

Editing: 5 days
Photography: 10 to 15 days
Thumbnail design treatment: 7 days
Preparation of bid specifications: 2 days

All of the above can be done concurrently.
Subtotal: 3 weeks

Image Preparation

Page layout: 15 days
Scanning of images: 3 days
Proofing of mechanicals: 2 days
Bidding Process: 15 days (done concurrently)
Subtotal: 4 weeks

Pre-press/Proofing/Printing

Pre-press preparation of files: 3 days
Pre-press output by printer: 3 days
Color Proofing: 3 days
Final proofing of blueline: 2 days
Printing and binding: 14 days
Subtotal: 5 weeks

Total: 12 weeks*

*Keep in mind that editors, graphic designers, and photographers are working on multiple projects at one time. Also, rarely does the publication process proceed without setbacks, such as numerous copy changes, technical difficulties, deadline conflicts, etc.

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Job Tracking Procedures

The Publications Unit prepares an annual list of major projects each spring for the coming fiscal year. It includes annual and biannual projects that the unit is committed to produce, and new high priority projects. Additional requests must be factored into this list of projects. Publications tracks all projects by job number, client, and department, and the established milestones of copy in, mechanical completed, and delivery dates. This information is kept on a database in the publications unit.

All university-funded (208) publications must also include a Publication Number assigned by Virginia Tech Printing Services, even those going through the state bidding process. The Publication Number has six elements, separated by slashes and in the following order:

• A VT prefix
• The first series of digits represents the funding department number. Example, 761 if the publication is funding by Printing Services.
• The next series of digits represents the month and year that the publication was scheduled to be printed. For example, a publication scheduled for October of 1999 would be represented by the digits 1099.
• The next series indicates quantity. Quantities under 1,000 will be written by actual numbers. Quantities over 1,000 will use M to represent 1,000. Example, an order placed for 5,500 would be designated as 5.5M.
• The first two digits of the next series represent the fiscal year in which the publication was funded. For example, 99 for fiscal year 1998-99. That is followed by the job number as assigned by Printing Services: 8762. This series of digits would combine to form 998762.
• Virginia Cooperative Extension publications will carry an additional six digits, assigned according to its current internal numbering system, which is based on program areas and a numerical system. For example, 3888001 indicates that the publication is 4-H (388) and first in a series (001).

In this example, the full Publication Number would be:

VT/761/1099/5,5N/998762/388001

Questions should be directed to to Printing Services (1-6701).

If the designer or client adds the number to the electronic file, they control its placement and save the $10 fee imposed by Printing Services. The number should be in 6-point type at the bottom of the back cover of each publication or it can be placed at the bottom of inside front or inside back covers, within the mast, or below the equal opportunity/affirmative action statement.

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Publication Bidding Procedures

Long-standing, general policy directs that all printing work using university funds be directed to Printing Services. Forward all requests for printing services via an Interdepartmental Printing Request (IPR) to printing services (mail code 0243).

If printing lacks either the equipment to produce the work or the ability to meet the deadline, they will direct the work to a local commercial printer (under $2,000 in value) or co-ordinate with purchasing to have the job competitively bid.

However, if the client has private funding (usually Virginia Tech Foundation money) for paying the cost of print production, the client may secure the services of an off-campus printer or use Printing Services.

If using an off-campus vendor, the client, or if using publications, the designer, should solicit a minimum of three written price quotes. These quotes are reviewed by the designer and client and a selection is made based on cost, quality, and delivery factors. The invoice is sent directly to the client by the vendor.

The bidding process coordinated by Printing Services may involve a time period of 24 hours, several days, or up to 30 days depending upon the cost and complexity of the project. It may involve telephone or fax bids for less expensive projects to written, sealed bids for larger projects. The bidding process can begin when final specifications are complete. An Interdepartmental Printing Request should be sent to Printing Services when the bid is requested. The mechanical is given to the vendor when the bid is awarded.

Printing Services will direct work to a local commercial printer (under $2,000) or coordinate with purchasing to have the job competitively bid. Jobs $2,001 - $30,000 require Printing Services to work with purchasing to solicit a minimum of three quotes by phone, fax, or unsealed bid. Jobs over $30,000 require a minimum of six written, sealed, bids and advertising.

Sometimes in the preliminary planning stages of a project and before final funding is determined, rough estimates may be secured from private vendors and Printing Services. These quotes can give a price comparison and help determine the most cost-effective way to produce the project.

Color Printing

Multi-color printing (anything over one color of ink) may be used for promotional publications that meet the following criteria: 1) produced for institutions with specific statutory authority to advertise or promote (2) designated for specified audiences outside of government (3) intended to yield significant benefit to the commonwealth and are produced for use in a competitive environment that may require multiple colors and other special features All requests for multi-color printing must be accompanied by a letter of justification signed by the department head.

Official university and state policies are listed on the Web and may be consulted at http://www.purch.vt.edu/.

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