Publications and Graphic Design
The Publications Office is here to help meet your design, printing and scanning needs. We are available for consultation and advice on virtually every aspect of publications.
In order to better serve the University community, the Publications Office has adopted a series of guidelines for the handling of all design, printing and scanning work. These guidelines are intended to make the production of work for the University community more efficient, while continuing to address the growing needs of the University in this important area.
However, because of the volume of work, outside graphic designers, writers and printers are used as needed. When outside vendors are used, we are careful to match the most competitive bid with the difficulty of the job at hand. The more information we have about your job early, the more we can help you control costs and meet your schedule.
The most helpful thing you can do to assure that your job is printed in a timely matter is to plan. We are a deadline-driven profession, and we manage a large volume of work. The need for the vast majority of design, printing and scanning jobs is known well in advance. The sooner you get the job to the Publications Office, the more time we will have to develop an exciting piece and complete the job in a timely and efficient manner.
Contact Cindy Lawson, our customer relations representative in the Publications Office weeks before you need your finished job. The more complicated the job, the longer it will take, so please plan accordingly. This time is needed for typesetting, design, layout, scanning, pre-press production and printing.
Rush or emergency jobs will be accepted only as our schedule permits. We think everyone would agree that if most departments abide by deadlines to submit and schedule work, it is not fair to them to have their job pushed aside by someone who didn’t plan properly.
Assuring Timely Delivery
Meet with our customer relations representative, Cindy Lawson, who will help you plan and schedule your piece. She will help you take into consideration such factors as number of pages, size, illustrations, photography, type, paper, fold, ink, color and binding. She will assign a completion date for your job based on the number of jobs currently in production and the difficulty of those jobs. After incorporating ideas discussed in your planning meeting, the Publications staff will begin a rough layout for your approval. We will proceed once the design is acceptable to you.
Preparing Your Project
- Determine Your Deadline. Anticipate the date you want to distribute the piece and count backwards on your calendar by at least several weeks. That is your deadline to provide us with your copy. Sorry--we cannot guarantee rush jobs.
- Determine Your Budget. It is always best if you know how much money you have to spend on a project. The Publications Office can help you get the most for that money. If you have no idea what a project might cost, we are happy to assist with estimates.
- Determine quantity needed
- Provide samples of the previous publication, if available
- Provide final, edited text and graphics either by e-mail to firstname.lastname@example.org or send to us on disk. Text and graphics must be original, or proper permission must be obtained. Remember, graphics pulled from Web sites will not reproduce well in printed publications.
- Provide account number to be charged
- Provide name and phone number of the person in charge of the project. (This will be the individual who should receive the proof, as well as sign off once the project is complete.)
More Suggestions to Streamline the Process
- Use the Associated Press Stylebook and Libel Manual for punctuation and style. Brochures, newsletters, posters, etc., are marketing pieces, not academic ones. The Associated Press Stylebook and Libel Manual is the standard for marketing and public relations departments, including those at other universities. The stylebook is available from the University Bookstore, and we encourage departments to acquire one for reference. It is very easy to use. However, for your convenience, this manual includes a few AP style rules that you are most likely to need.
A consistent style, like a graphic identity, assures that we all are speaking the same language. Additionally, we use Webster’s New World College Dictionary, Third Edition, published by Macmillan, a division of Simon & Schuster, New York. The Publications Office reserves the right to make changes in your copy to assure consistent style.
- Think visually. Our office maintains files of University photographs, which are there for your use. If you need a special photograph requiring the University photographer, you may arrange this through Mary Woodson (email@example.com or x8462).
- Proofs are an essential part of every printing job. They are intended to show the customer exactly what the job will look like when it is printed. Proofs are also used to identify factual, spelling or typographical errors, and to make sure photographs and other graphic elements are correctly identified. Proofs should NOT be used for rewriting copy or radically changing the design. By the time a job arrives in the Publications Office, it is assumed that the copy has been approved by the necessary individuals within your group. This is your responsibility.
Scheduling is done anticipating one or two proofs for each job. Please check proofs carefully and make corrections as needed. The jobs should be finished after the first or second proof. If you require more than two proofs, we cannot ensure timely delivery of your job. When a proof arrives for approval, we will assign a deadline for its return, usually two days It is your responsibility to meet that deadline. A missed deadline could result in a late publication or one that goes to the printer without your corrections.
Get approvals on your copy from necessary supervisors before the job arrives in our office to eliminate drastic rewriting of copy at the proof stage. Return proofs to the Publications Office in a timely manner to keep your job on schedule.
W&L Variations on AP Style
- Use Washington and Lee University on first reference; use W&L thereafter. Do not use the ampersand with the full name of the University.
- Capitalize University in a sentence such as: The University set a new policy on alcohol consumption.
- Class years after a name should appear as Patrick Hinely ’73. But refer to the "class of 1973."
- Italicize composition titles, such as plays and book titles.
- Uppercase Homecoming Weekend, Reunion Weekend, Parents Weekend. (Note there is no apostrophe for Parents Weekend.)
Publications for the University should include a copyright line as follows: © Washington and Lee University
All publications going to an outside audience should contain the following nondiscrimination statement:
In compliance with Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, and all other applicable non-discrimination laws, Washington and Lee University does not discriminate on the basis of race, color, religion, national or ethnic origin, sex, sexual orientation, age, disability, veteran’s status, or genetic information in its educational programs and activities, admissions, and with regard to employment. Inquiries may be directed to the Provost, June Aprille, Washington Hall, (540) 458-8418 who is designated by the University to coordinate compliance efforts and carry out its responsibilities under Title IX, as well as those under Section 504 and other applicable non-discrimination laws. Inquiries may also be directed to the Assistant Secretary for Civil Rights, U.S. Department of Education.