Design & Editing

Getting started

1. Submit a request. For new projects, please provide the following information:

• Description
• Project goal(s) and measurable objective(s)
• Target audience(s)
• For publications:
  • Number of pages or size specifications
  • Quantity
  • Budget and funding source (E&G or Virginia Tech Foundation)
  • Distribution method
• Compelling events and/or deadlines
• Required approval workflow

2. Once the unit director approves the project request, an initial concept meeting will be scheduled for the client, brand marketing manager, and creative services manager to develop a project brief. The project brief will define theme, tone, brand elements, key messages, target audiences, call(s) to action, measurable objectives, production requirements, and promotional tactics.

3. For brand marketing consulting, the brand marketing manager will remain the primary point of contact. For design projects, the creative services manager will be the primary point of contact until a designer is assigned. For editing projects, the editing supervisor will be the primary point of contact until an editor is assigned.

4. After a project brief is finalized, the creative services manager will prepare a production schedule that includes dates for:

• Copy, photography, and other materials from client to editor
• Edited copy to client
• Final copy to designer
• Initial design to client
• Page proofs to editor and client
• Specifications to printer; clients are responsible for coordinating payment with the printer directly and submitting the HokieMart form (required for jobs with Virginia Tech Printing Services)
• Final proof to editor and client
• Final files to printer
• Proofs from printer approved by client, designer, and editor

5. Sample production timeline

• Client meeting
• Copy to editors
• Edited copy back to client
• Final copy to designer: 3 weeks
  • Content submission guidelines 
  • Internal brand check
• Initial proof to client: 1 week
• Initial edits to designer: 1 week
• Second edits to designer: 2 days
• Final edits to designer: 1 day
  • Reviews/approvals TBD by client
• Final proof to client: 3 days
• Final proof approved by client: 1 day
  • Approval by communicator, dean, client
• To printer: 2 weeks
• Drop date
• Client survey
  • Client survey
  • Designer survey
  • Final report of hours and market value

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.

6. All initial copy goes to a copy editor. The copy editor reviews and, if necessary, corrects the copy and sends it to the designer. The copy editor should ensure copy is edited as close to final as possible before sending it to the designer.

7. The designer sends first page proofs back to the copy editor. The copy editor reviews proofs, makes any necessary changes, and returns edited proofs to the designer.

8. After the designer makes all changes specified by the copy editor, the designer returns new and old page proofs back to the copy editor. The copy editor gives final approval for the job to go to the printer.

9. The client, designer, and copy editor will review printer proofs.

10. Marketing and Publications will keep 10 copies of the final product. The designer will close out the project and send a customer satisfaction survey to the client.