Step One: Plan
To assure that your project is completed in a timely manner you must plan ahead. Projects are deadline driven and we manage a large volume of work. Even the least complex projects can take up to four weeks to complete when design, proofs, printing and delivery are factored into the process.
Step Two: Submit a Request
Any department interested in having a piece designed can complete the online Project Request Form (login required).
After submitting the request, a project manager will contact you within 24 hours to discuss the details and to schedule a consultation meeting if necessary.
You will also be provided with a rough deadline for final, approved text to be submitted to College Communications. Following the initial meeting, the we will develop and propose an approach to your project. The project manager will also follow up with a detailed production schedule that includes time for editing (if you’d like your text to be proofed, please let us know during the initial meeting), design, proofing and printing.
Your project does not begin when the request is submitted, but when final, approved text is received by College Communications.
Step Three: Send Your Files
If you are writing new text, please follow the Davidson College Style Guide. For questions that aren’t addressed in the Davidson-specific guide, refer to the Associated Press Stylebook and Merriam-Webster’s Collegiate Dictionary. The text should be submitted as one Word file with little or no formatting.
- Submit only approved and finalized text for design.
- Text should be single-spaced and formatting other than paragraph and/or section breaks is unnecessary.
- Use one space after a period.
- Use upper and lower case, not all caps.
- Include text for all materials needed in the final product (headers, captions, Web and social media addresses, contact information, return addresses, reply card text, etc.).
- If you are updating an existing piece with only minor edits, mark the edits and submit a hard copy via campus mail or a scanned version via email. If major edits are required, submit a Microsoft Word document with the new text.
- When updating an existing publication, please mark the edits on a hard copy and forward to College Communications.
Any photos, illustrations or charts should be submitted in a resolution format separate from the Word file. If you require assistance in developing the text for your project, please notify the project manager assigned to your request.
Step Four: Production
Our production follows the following schedule once we have received your files and your text has been approved.
|Postcard||1-2 weeks||1 week|
|Program (text flowed into existing template)||1-2 weeks||1-2 weeks|
|Program (new design)||1-3 weeks||1-2 weeks|
|Existing Project Revision (small changes to text or photos)||1-3 weeks||1-3 weeks|
|Poster design||1-2 weeks||2-3 days|
|Newsletter||2-4 weeks||1-2 weeks|
|Brochure||3-4 weeks||1-3 weeks|
|View books, annual reports||
|Invitation Package||2-3 weeks||1-2 weeks|
|Banners||1-2 weeks||1-2 weeks
These production timelines assume final, approved text is submitted to College Communications on the requested due date, prompt review and proofreading by the client when notified, as well as final approval in one or two days. A longer approval time will add to the production timeline. That time cannot be made up by the designer or printer.
During peak months (June-September), additional time may be needed to complete projects. Conversely, College Communications may be able to accommodate requests with shorter production times during slower periods.
Step Four: Proofing
The proofing process is meant to show the client what their project will look like when it’s printed. At this stage, clients should be checking for factual or typographical errors. The proofing stage is not for rewriting text or suggesting a complete redesign.
The production schedule allows for three proofs or fewer, so check them carefully and make necessary corrections. Proofing can be done via PRF file and/or hard copy. In order to eliminate substantial rewrites, please finalize copy and get all necessary approvals before submitting files to College Communications.
Please make every effort to return the proofs to College Communications as indicated in your production schedule and/or marked on the proof slip.
Step Five: Printing
When College Communications has received your sign-off/final approval on a proof, the designer will prepare the design files and send them to print. Changes at this stage are costly to both budget and schedule.
Step Six: Delivery
Delivery will be made per your instructions, typically either to campus or a mail house of your choosing. Please keep in mind the time for addressing and mailing when indicating a delivery date on the request.