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.
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.
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.
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.
To start a project, contact the assistant director at (708) 974-5285 or firstname.lastname@example.org. 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.
We Need to Know to Develop and Produce Your Publication
You will have an opportunity to review the written material before it is put
into production. Changes should be made at this point.
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.
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
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.
Type of Publication Would Best Serve My Purpose?
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?
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?
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
Note: Some steps may be eliminated or expanded based on the complexity of the publication.
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.
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.
of a Printed Publication
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.
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.
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.
For more information on specific services and the lead time required, please contact the lead reprographics clerk at (708) 974-5707 or email email@example.com.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.
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
Additional meetings may be scheduled during production if needed. Your assistance with arranging some of the taping may be necessary.
Which videos take priority?
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.
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.
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.