---

Contents | Chancellor's Note | Copyright Considerations | Distribution of Publications | Guide Overview | Identity Standards | Off-Campus Printing | Other Graphics Resources | Plan a Publication | Policy Statement | Proofreaders' Marks | Publications Office | Publications Planning Worksheet | Publications Standards | Style Guide

---

areful planning is key to producing an effective publication. Writing, designing and printing a piece take time and effort -- these tasks cannot be performed instantly. Many factors affect the time it will take to produce a publication. Complexity of design, amount of information gathering and copy to be written, number of copies, size of publication, and current workload in the Publications Office all come into play when setting a schedule for completion.

Most jobs undertaken by the Publications Office can be prepared for the proofing stage within two to eight weeks. In addition, campus clients can expect the job to take from one to four weeks for printing off campus. In order to guarantee completion of your publication on schedule, you should start the planning process early.

No off-campus printing orders can be placed in the month of June because of state purchasing regulations, so plan your publications accordingly.

Steps to Publication Completion:

Schedule a meeting with the Publications Office
(104 or 105 Cleary Alumni & Friends Center, 785-8575/8499)

At this initial consultation, we will work together to determine what type of publication will work best for you. Come prepared to discuss the following factors:

- purpose of the publication - intended audience - when delivery is required - what type of publication you think is needed - number of copies required (look at your target market audience size and determine a realistic number in multiples of 100) - how the piece will be distributed - life of the publication - copy, art and photo needs - budget for the publication (include account number you plan to use)

Use the planning worksheet, completing it prior to meeting with the Publications Office. By the close of this initial meeting we will have established:

- a feasible production schedule - cost estimates for the project - ideas for gathering and writing the manuscript copy - design ideas

Complete copy/manuscript
When possible, campus clients should provide the Publications Office with copy on a 3 1/2" double-sided computer disk or e-mail copy to us. Copy should be saved as Microsoft Word text or as ASCII text. Submit a hard copy print out of copy on the disk as well. Copy saved on disk saves time by eliminating the need to re-key the material. The Publications Office follows the UW-La Crosse Style Guide and the Associated Press Stylebook. The UW-L Style Manual contains style elements specific to the university and should be consulted as a first reference.

Design/publication layout
Preliminary design considerations will be discussed at the initial meeting with the Publications Director. As copy is being completed, other design elements will fall into place. Primary responsibility for the "look" of a publication rests with the Publications Office to ensure consistency, readability and quality. Client suggestions on design will be incorporated when possible.

Layout of most publications will be accomplished on computer through the use of desktop publishing software. Clients will be given laser-print quality proofs to check. Positioning of photos and artwork will be shown on all proofs.

The Visual Communications Office can make arrangements for a photographer when images are required in your publication. Considerable set up time and patience during photo shoots may be required to ensure top quality photographic reproduction. Clients can expect an additional expense for this service. The Publications Office can arrange for the production of original art to be incorporated into your publication's design. On- or off-campus artists may be employed for this service. An additional expense for this service will be charged. The Publications Office also maintains a limited library of computer clip art and photos for use in publications design. These may require a nominal fee.

Proof final copy
Campus clients will be asked to proof their publication before it is sent to the printer. Proofs will come as close to resembling the finished product as possible with the technology available to the Publications Office. Clients are expected to inspect their proof very carefully to ensure that all elements are in place and accurate.

All jobs sent off-campus for printing will also include a blackline or color proofs. Clients will be required to proof and sign printer's blackline. Copy or design changes at this stage are expensive and will delay delivery.

Place with printer
Once you have signed off on the proof for your publication, you can coordinate printing with UW-L's Document Services. If placing job with off-campus printer, all rules for Off-Campus Printing apply.