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Services

Advertising
The Marketing and Creative Services Department creates and schedules ads for print (newspapers, magazines, trade journals, outdoor), radio and TV. Please meet with the marketing communications specialist to discuss advertising options and costs. Prices vary by publication and broadcast station. A purchase order is required for all ads. We will contact you with a price so you can process your PO. Once you've given final approval of the ad and we receive a final PO number from you, we will send the ad to the publication or broadcast station.

Business Cards
To request business cards, fill out the form and return it to L263. Please process a purchase order for whichever quantity you choose. The vendor is Rutledge Printing Company. In the internal comments section of the PO requisition, please key in, "Send completed purchase order to Berni Morgan, L263." The "room number" and "ship to attn" is L263, Berni Morgan.
Current Cost of Business Cards
250 cards for $27.50
500 cards for $29.50
1,000 cards for $31.50

You will be sent a proof of the card to proofread and return with your approval. Please note that design and consistency standards apply. Once the approved card is sent to the printer, your order should arrive in about two weeks, provided you have processed a PO. You will be contacted to pick up your cards in the Marketing and Creative Services Department, L263.

Lamination
We can laminate single papers or poster boards when necessary. Allow one week—additional time is required for material needed to be typeset and/or mounted on poster board, as well as large quantities. The department is not responsible for materials damaged or destroyed by the lamination process. We can only accommodate staff requests to laminate items for college use.

Letterhead
The approval of Marketing and Creative Services is needed for correspondence on letterhead going to external audiences.

We don't need to approve letters, memos or emails distributed only to internal audiences; however, we will be happy to edit and proofread them if requested. Allow a minimum of two days for approval.

Staff editors also can write and develop your letter. Allow a minimum of one week.

The most effective letter is personalized (addressed to each individual) and hand-signed. Indent each paragraph and use unjustified margins (make flush left) for greater readership.

Order Moraine Valley letterhead, envelopes and memo paper through Supplies. 

Maps
Master files of the most current maps of the classrooms, campus, district, and regional highways are available online. Contact Marketing and Creative Services at (708) 974-5376 or email morganb@morainevalley.edu to request orders for large quantities. A budget code is required. A brochure with regional travel directions and maps is available at no charge from the College and Community Relations Department in Room D106. This website also includes directions and maps.

Marketing Plans
The director of Marketing and Creative Services can help develop a marketing plan for your program, event, and more.

Marketing Strategies
The director of Marketing and Creative Services can assist you in developing specific strategies to market your program, event, service, etc.

Photography
A full-time college photographer is available to take photos of special events, presentations, classroom projects, etc. If the photo will be used for a news release, please contact the College and Community Relations Department for arrangements. The college photographer also is responsible for taking all photos for promotional or informational publications and advertising. The photographer may solicit the help of staff members in arranging photos of students, faculty, and campus activities for these materials.

Services

In House

  • Photographic Print Reproduction
  • Black and white
  • Color
  • Sizes 4x6 to 11x14
  • Small quantities, larger quantities will be sent out
  • Photos for PowerPoint Presentations
  • Photos for Website Development
  • Portraits for College-Related Activities
  • Website
  • Publication
  • Presentations
  • Photos for Outside Publications

Please send request for photos to be used by outside publications to the college photographer and the director of Marketing and Creative Services. The photographer and director will work with you to meet your needs as well as the needs of the college.

Out-of-House

  • Large quantity color prints, 10 or more
  • Prints up to 40” wide and 100’ long
  • Black and white
  • Color

A large variety of photo services are available from our vendors. Please stop in for more details.

The college maintains an extensive archive of photos. If you are working on a project that requires photos, please contact the photographer to determine if the images already exist. If they do not, we may be able to arrange to take the photos for you.

In some instances the college photographer may have commitments that do not allow for coverage of your event. On occasion a freelance photographer may be engaged to cover your request. These requests are reviewed on a case-by-case basis.

Please complete a request form for photography services and submit your request at least two weeks in advance of when the services are needed. Allow up to two weeks to review proofs. Allow an additional one to two weeks for final prints. For out-of-house service, allow two weeks for delivery.

All photographs made by the college photographer are the property of Moraine Valley Community College. Use of these photos must be cleared through the Marketing and Creative Services Department. Along with appropriateness of use, be aware that images should be used where they were intended; for example, do not use low-resolution images created for PowerPoint in a print publication.

The cost of some special projects and large quantities must be incurred by the client.

Copyright laws apply to photo reproduction and usage.

Publications
Initiating a Publication
The Marketing and Creative Services Department needs sufficient time to create a publication. Schedule a meeting as soon as possible and bring all pertinent information― delays may mean your deadline will not be met. Missing details can be filled in later.

To start a project, contact the assistant director at (708) 974-5285 or stewart@morainevalley.edu. Do not call the creative designers.

A creative designer may attend some meetings about new publications or ones that will involve a great deal of design.

Please let the assistant director know what kind of project you're initiating when you schedule a meeting.

A meeting to discuss the project in more detail may be necessary if you send your publication request through campus mail or email, deliver a publication request or idea in person, or the editor or designer needs more information. Completing this step before production will help ensure we create a publication that best meets your needs.

What You Provide
Basic details—People receiving a publication about an event, program, etc., want to know the following:

  • what it is

  • who it's for

  • what they're going to get out of it

  • when and where 

  • how much it costs

  • how to get more information

What We Need to Know to Develop and Produce Your Publication 
Budget code 
Target audience
Quantity
Budget for project
Type of postage
Type of publication― brochure, post card, etc.
Distribution method― hand out, mail, insert in envelope, post on campus or in community.
Date needed― remember to allow time for mailed publications to be labeled, processed in the mailroom, etc.

Copy Preparation
A staff editor can write your publication from the start.
Just provide the basic details and the editor will write the copy, keeping your purpose, audience and the college in mind.

You will have an opportunity to review the written material before it is put into production. Changes should be made at this point.

Submit your information in Word or by email.

The material can be submitted as a file attachment on email. Please use Word; do not use desktop design software.

When preparing copy, please do not attempt to duplicate how the final printed publication will look. Don't uppercase letters or underline words to call attention to certain text. Our editors and designers will highlight important elements. If you have a particular format in mind, bring in a printed publication as a sample, if possible.

Submit the entire content at once. If you're just waiting for a few facts, hand in the available material and we can insert the missing information later.

Be sure to proofread and verify that days and dates match and are correct. Have others read the material and make necessary revisions. Keep in mind that a word processing software's spelling checker may not catch every error, such as missing words, unclear sentences, misspelled names, and word choice (their, they're, there), so proofread your material carefully before submission.

If you are revising an existing publication and keeping much of it intact, follow these guidelines. 
On a copy of the old publication, cross out anything to be deleted or replaced. Neatly write the new text above, on the side, or on an attached sheet of paper.

If space does not allow you to write your corrections directly on the old publication, use the letters A, B, C, etc., to label consecutively the places on the publication where replacement material or new copy should be inserted. On a separate page, write the new copy and refer to A, B, C, etc., so we'll know where to insert the new information. Provide that content in a Word file.

Do not provide an entirely new typed copy or computer file of your content. If we have your publication on file, the designer may have your old text and format on file, and can make corrections more quickly and accurately. If the designer has your text on file and you submit a completely new manuscript with no indication of what has been changed, you lose the benefit of having the previously typeset version available, which saves time.

Artwork and Photos
It is not necessary for you to draw out any specific ideas or mock up the publication ahead of time. Based on the information you give us, we will create a design that gets the message across to your audience.

The designers cannot be expected to "clean up" a hand-drawn illustration to use on a publication. Illustration recreation is very timely, and we produce more than 1,000 publications annually. Our designers will generate creative and effective original and computer-enhanced artwork for your publication.

If you have a photo you'd like to use on a publication, be sure to get permission for us to reproduce it. Copyright laws apply to all artwork, photos and text used on publications.

Types of Publications
Ad
― A paid promotion in a print or online publication or on a broadcast outlet. 
Booklet― A publication consisting of more than one sheet and held together by staples or binding at the spine. May be a self-mailer. 
Brochure― A small pamphlet which may fold to create the desired number of pages or panels. Can be a self-mailer. 
Direct Mail Package― A complete marketing piece that includes an envelope, letter, brochure, and response device. Considered one of the more effective ways to get your message across through the mail. 
Flier― A single- or double-sided sheet. Can be posted or distributed to target group. 
Invitation― A publication usually consisting of an envelope and small folded card with printed text. You may order invitation envelopes (size A6) from Supplies or we can print custom envelopes at an outside vendor.
Miscellaneous (Bookmark, Form, Certificate, Ticket, Folder, Cover)― Various specialty publications can be created for your marketing needs. 
NCR Form― "NCR" means "no carbon required." These carbonless forms are available in multiple pages glued at the top edge. Must be printed out-of-house. 
Newsletter― An informational publication published on a regular basis (monthly, every semester) that is distributed to a specific audience. 
Poster― A large, single-sided sheet that is intended to be posted. In-house printing is capable of using up to an 11-by-17-inch sheet. 
Program― A publication consisting of one or more sheets, usually folded, and used as an agenda at an event. 
Sign― A single sheet displayed with or without cardboard backing.
Self-Mailer― A publication with its own mailing panel. Does not need to be sent in an envelope.
Web page― One or more pages on the college's website.

What Type of Publication Would Best Serve My Purpose? 
The Marketing and Creative Services staff members are knowledgeable about the most effective ways to market your program or special event.

Staff members will develop an effective publication based on your budget, amount of lead time, goals, and target audience.

We will help you determine appropriate publications you will need. For a special event, for example, will you need brochures, invitations, ads in local papers, tickets, fliers, posters, post cards, programs, signs, certificates?

Deadlines/Priority Consideration
How long does it take to produce publications? 
Under normal circumstances, time should be allowed for publications as follows (printing time is additional):

  • Brochures, booklets, invitations, programs, fliers, forms, certificates, post cards, and posters― minimum four weeks plus printing

  • Minor revisions to existing publications― minimum two weeks plus printing

  • Letters― minimum one week plus printing

  • Lamination― minimum one week

  • Web pages― varies

Allow an additional week depending on the quantity and number of pages for in-house printing. For out-of-house printing, allow at least two weeks.

These are general time lines. Please call the assistant director to receive an estimated date of completion for your specific project. Sometimes, time lines may need to be adjusted based on the department's workload. We try to avoid this occurrence, but when necessary, institutional projects such as the class schedule and the catalog take precedence. In addition, approval delays, major changes to the original material, and/or supplier delays may hold up receipt of the printed publication.

The assistant director is your contact person throughout production― call to find out about the progress of your publication.

Which Publications Take Priority?

  1. College mission (catalog, class schedule, annual report, viewbook)

  2. Special publications for president, vice presidents and deans 

  3. Collegewide (commencement program)

  4. Institutional marketing (for each semester, new program)

  5. Departmental publications (brochure for a program or special event)  

Since most publications fall into the fourth category, projects are usually assigned deadlines based on submission dates.

"Bumping" projects for "rush" publications disrupts the production schedule for the editors, designers, Reprographics, and your colleagues' projects. Please initiate your publications as far in advance as possible.

Typical Path of a Publication

  1. Initial meeting with editor (may include graphic designer) 

  2. Writing and/or editing by Marketing and Creative Services

  3. Client review of text

  4. Design concept by designer

  5. Client review of design concept

  6. Design specifications/printer quotes

  7. Typesetting 

  8. Proofreading by editor

  9. Proofreading by client, including review of design (layout, artwork, photos) and color selections― sign for approval

  10. Final revisions

  11. P.O. processing, if necessary

  12. To printer  

  13.  In-house publications sent to Reprographics for appropriate printing, cutting, collating, folding, stapling, and charging to your account. Reprographics will call to pick up your publication order or it will be sent through campus mail.  

  14. Out-of-house publications delivered to client by Receiving. 

Note: Some steps may be eliminated or expanded based on the complexity of the publication.

Editing
The role of editing is to communicate your message effectively, as well as to present a professional and consistent image of the college in print. The overall quality of one publication from one department reflects on the entire college.

Keeping in mind the audience, we try to eliminate jargon and wordy passages. Every reader appreciates an idea conveyed as simply as possible.

While some wording is a matter of taste, our editors use Associated Press style to resolve general questions.

Proofreading
The editor will let you know when your publication is ready to be proofread. You are responsible for ensuring that all factual information is correct.

When you proofread, make sure the information from the original content was edited and designed correctly. Please avoid changing the wording of sentences or order of the sections, or adding or deleting copy when you proofread.

If you do make changes, use a red pen, cross out what you no longer want included, insert new copy, and use arrows to re-arrange sections. If space does not allow you to write your corrections in their appropriate places on the proof, use the letters A, B, C, etc., to label consecutively where replacement material or new copy should be inserted on the proof. In a Word file, provide the new copy and refer to A, B, C, etc., so we'll know where to insert the new information.

Also, avoid bringing in someone who wasn't involved with the project from the start. If you provide the content, be sure everyone who needs to approve the material has carefully reviewed it and offered their feedback before you turn it in to the Marketing and Creative Services Department. If we have written the copy for you, you will have an opportunity to read the material before it is put into design.

We understand that course numbers, dates, etc., may change, but we need to know of these changes before you proofread.

Making major changes or many changes can cause your publication to be delayed.

When you proofread, you also will approve the artwork, photos, and paper. Any concerns should be addressed at this point.

Keep in mind that your approval, as well as quantity and budget code, are necessary before we can proceed with printing a publication. Your promptness in proofreading will help ensure that your publication will be delivered by the desired due date.

Delivery of a Printed Publication
You should receive an in-house printed publication within a week of final approval as long as no major changes are made. Some publications may take longer depending on the quantity, number of colors of ink, cutting, folding, collating, and stapling involved, as well as the workload of our department and Reprographics.

Pick up your publications that are printed on campus in Reprographics, or they will be sent to your area through campus mail. Receiving will deliver publications to you printed by an outside vendor.

Charges
Writing, editing, and design services are free. You are charged only for printing costs.

In-House Printing
Printing fees are charged to your account through Reprographics (for jobs printed here). Out-of-house printing requires a purchase order - refer to the next section.

Current In-House Printing Charges
8 1/2" x 11" standard paper― 5 cents one-sided sheet/7 cents two-sided sheet
8 1/2" x 11" letterhead, memo, color Xerox paper, 3 hole punch, card or index stock― 6 cents one-sided sheet/9 cents two-sided sheet
8 1/2" x 14" standard paper― 5 cents one-sided sheet/7 cents two-sided sheet
11" x 17" standard paper― 8 cents one-sided sheet/12 cents two-sided sheet
11" x 17" Docucolor color copier paper― 20 cents per one-sided sheet/40 cents per two-sided sheet
Moraine Valley Envelopes― 15 cents each
Folding― 1 cent (2 cents per side for color)
Cutting― 1 cent (2 cents per side for color)
Binding― 25 cents each
Stapling― free
Photos are no extra charge (considered part of the artwork).
Larger quantities, print pieces with many pages or intricate publications must be printed out of house.

If you are mailing your publication, be sure to figure postage costs in your budget. You are responsible for keeping track of the quantity, budget code and cost of publications for future reference. The Marketing and Creative Services Department does not handle printing charges. Please keep records of your duplicating receipts and chargeback amounts.

Out-of-House Printing/Purchase Orders
Printing your publication at a commercial printer has several advantages: large quantities discount (no quantity discount available in-house), special paper, unique cuts and folds, perforations ("tear-off" panels or cards), gummed edges (note pads), and custom envelopes.

A purchase order is required. Marketing and Creative Services will contact at least three printers and let you know the lowest price; you must process a PO. Once you've given final approval for printing and we receive a PO number from you, we can send your project to the printer. Be sure you have sufficient funds in your account. Projects cannot be sent to a printer without a purchase order.

Delays in processing your purchase order may result in delay of final delivery.

Reprographics
Moraine Valley offers various services related to document duplication and printing for faculty and staff. Located in L110, Reprographics' normal service hours are Monday-Thursday 7:30 a.m. to 7 p.m. and Friday 7:30 a.m. to 5 p.m. Hours vary when classes aren't in session.

Services
Printing― Black-and-white and color copies
Duplicating
Folding
Stapling
Collating
Cutting
Binding
Color paper

For more information on specific services and the lead time required, please contact the lead reprographics clerk at (708) 974-5707 or email hall@morainevalley.edu.

Signs, Temporary
Order cardboard signs and "yard signs" through the assistant director. Signs can be bordered in a variety of colors of poster board in stock. Yard sign boards are dark green. There is no charge for cardboard signs. Allow two weeks for completion; more time for large quantities.
Order permanent signage through College and Community Relations.

Order desk nameplates from Campus Operations.

Video Productions
Videos produced by the college's Marketing and Creative Services Department must be directly related to Moraine Valley Community College programs. Moraine Valley does not have the resources (staff, facilities or equipment) to create videos that may be used for other purposes. Videos are normally 2-10 minutes in length.

Planning a video takes considerable time. Basically, the more complex the video, the longer it takes to create. Please be aware that eight hours of production generally translates into one minute of finished video. Copyright laws apply to all videos produced. We cannot use copyrighted material (video, music, script, etc.) without written permission from the copyright holder.

Basic steps of producing a video

  • Completed video request form with appropriate signatures of approval submitted to Marketing and Creative Services

  • Initial meeting with Marketing and Creative Services staff

  • Information gathering

  • Script outline

  • Script writing

  • Taping

  • Voiceover recording (narrator)

  • Editing

  • Music

  • Titling

  • Review

  • Final output

Additional meetings may be scheduled during production if needed. Your assistance with arranging some of the taping may be necessary.

Which videos take priority?

  1. College mission (such as TV registration ads each semester)

  2. Special videos for the president, vice presidents or board (such as the year-in-review video shown at fall in-service)

  3. Collegewide (such as recruitment videos)

  4. Departmental (such as videos featuring a specific program)

Based on these priorities, requests are scheduled in the order they are received.

You are responsible for paying for the voiceover (narrator), whose fees range from $500 to $1,500 depending on the length of the program and experience of the narrator. The visual media communications producer will arrange the voiceover and notify you of the cost.

Call the visual media communications producer at ext. 5260 or complete the video production request form. This form must be completed and returned with the required signatures to Marketing and Creative Services.

Talent Release Form

Videotaping
Moraine Valley's
visual media communications producer can tape class lectures or college events. A title can be added to the beginning of these programs if desired. Copyright laws apply. Videotaping done by Moraine Valley's Marketing and Creative Services Department must be directly related to the college and its programs, and may not be used for commercial purposes. To schedule a taping, contact the visual media communications producer at least two weeks in advance at ext. 5260 or complete the videotaping request form. This form must be completed and returned to Marketing and Creative Services.

Talent Release Form

Duplications
To request copies of video or audio tapes, contact the
visual media communications producer at ext. 5260 or come to L263 for a video/audio tape dubbing request form. Allow 10 working days for processing your request. Duplicates of videos cost $5 each; duplicates of audio tapes cost $1.50 each. DVD duplication $2 each. You can provide your own tapes. Limit 10 on DVD duplications. Copyright laws apply.

Duplication Request Form

To supplement the services of the college’s one full-time video producer and one full-time photographer, who are kept extremely busy trying to document all that we do on campus daily, occasionally the college will hire a free-lance videographer or photographer to assist them. The Marketing and Creative Services Department has a limited budget for such additional services. If you have funds in your budget to cover video and/or photography requests you make, that will help expedite your request. All college employees are requested to follow these guidelines and procedures.

Web Site
Moraine Valley maintains a website to connect visitors and students to basic information about the college. The address is www.morainevalley.edu. The Marketing and Creative Services Department and the Information Technology subdivision are responsible for creating and maintaining the Moraine Valley home page and core Web pages, such as the class schedule and general college information.

For changes, additions or deletions to the college's Web pages, please contact Marketing and Creative Services at ext. 5376.

The Moraine Valley Web site is an official publication of the college, and all departmental home pages linked to it also are official publications of the college. Units or departments may create home pages that carry out official college business in support of the college's mission. Like all official college publications, these pages require the approval of Marketing and Creative Services.

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