VALDOSTA STATE UNIVERSITY Better Communications by Design Publication Guide Creative Design Services Creative Design Services — Valdosta State University 1 Better Communications by Design Publication Guide Table of Contents Introduction ...........................................................................................2 Services Offered ...................................................................................3 Office Information .................................................................................3 Definition ...............................................................................................3 Getting Started .....................................................................................3 Who, What, Where, When, Why & How? ..............................................4 Board of Regents Policy .......................................................................4 Publications that require approval ........................................................4 Image is everything ..............................................................................5 What does it all mean? .........................................................................5 What to do first? ....................................................................................6 Publication Production Stages .............................................................6 Editing the manuscript ..........................................................................7 Design ...................................................................................................7 Costs .....................................................................................................7 What do we do now? ............................................................................8 You want photos? .................................................................................9 Photo releases ......................................................................................9 What other images can I legally use? .................................................10 Trademarks .........................................................................................11 Registered VSU marks .......................................................................11 University logo and seal .....................................................................11 Stationery ............................................................................................11 Hints, reminders and suggestions .....................................................11 Proofing .............................................................................................12 Style ....................................................................................................13 General Publication Policies ...............................................................13 University System Policy Manual .......................................................13 Form Samples ....................................................................................14 2 Better Communications by Design — Publication Guide Better Communications by Design In Style Maintaining a professional image that reflects a consistent style is key. Well-written and attractively designed materials grab people’s attention and communicate the message effectively. On Target Providing the best delivery method for the target audience ensures that the message will have the greatest impact. Introduction The purpose of this guide is to acquaint the various offices, divisions, departments and colleges at VSU with the publication process of the university. Please refer to this guide to answer questions that may arise regarding printing and/or publishing requests. If you still have questions, contact Creative Design Services (CDS) in the Division of University Advancement. Image is Everything Let’s face it, looks matter and you never get a chance to make a second impression. As cliché as that sounds, it’s true. Brochures, posters, newsletters and web pages are often the public’s foremost exposure to Valdosta State University. The importance of presenting a professional and audience ap- propriate image in a fiercely competitive educational market cannot be taken lightly. Well-organized, attractively designed materials grab people’s attention, effectively communicate information and bet- ter position the university to attract the best people and philanthropic donations. Poorly developed, under designed pieces, go unnoticed, do not effectively convey the message and present VSU in a negative light. Crafting an Image CDS exists to develop and maintain Valdosta State University’s visual image. The in-house design studio features a six-person team with more than 25 years of collaborative experience and knowl- edge. CDS provides campus clients with publications development from concept to completion, including consultation and planning, editorial assistance and graphic design. The team is charged with providing visual communications guidance including usage of the university logo, seal and other visual standards by producing high quality, cost-effective printed materials that enhance the univer- sity’s marketing efforts. Design services are free but departments are responsible for any costs associated with printing, photography and illustration. CDS makes every effort to find the most competitive pricing. Contact CDS to guarantee university, college, departmental and program publications present a consistent, uniform and professional image. All design work requested by any campus office must be submitted to the Office of CDS for approval, and the right of first refusal. All campus printing must be submitted to Printing & Copying Services for the right of first refusal. These conditions must be met regardless of funding source. The Office of CDS maintains all visual identity standards for Valdosta State University. Please refer to the Visual Identity Program Guide for more information regarding this. Producing a good publication is both an art and a science. The art is getting across your marketing message to a target group. The science is a series of closely related, sequential steps, each playing a crucial role in the creation of your publication. Creative Design Services — Valdosta State University 3 And speaking of crucial roles, we encourage you to be as involved as possible throughout every step of production. To make sure that everything goes smoothly and to ensure an effective publication, we’ve outlined in general terms your role and our role in the overall production process. Services Offered Consultation & Planning The success of a publication hinges on proper planning and development. The CDS team can often help clients save time, money and better manage publication efforts by planning an adequate time line, researching choices, budgeting and reviewing publication options. CDS requires a client meet- ing about all new jobs and strongly encourages campus clients to make an appointment to discuss ways to improve and update old printed materials. Editorial Assistance How a publication reads and looks are equally important. While clients are ultimately responsible for making sure the information in their publications is accurate and well written, the CDS team works closely with the Office of Communications to make sure the material is consistent with other VSU publications and suited for the target audience. Graphic Design, Layout & Production The CDS team handles simple production requests like stationery to more complex layout and de- sign solutions like magazines, brochures, posters and newsletters. Promotional printed publications, web graphics, and specialty items such as cups, pins, compact disc packaging are just a few of the design projects developed by CDS. Office Information The Office of Creative Design Services is a unit in the Division of University Advancement located at 903 N. Patterson St., Continuing Education Bldg., 3rd Floor. The staff of six consists of two graphic designers, Web designer, photographer, project coordinator and the director, also a graphic designer. The office is open between the hours of 8AM to 5:30PM Monday through Thursday and 8AM to 3PM on Friday. Appointment hours are 9AM to 4:30PM Monday through Thursday and 9AM to 2PM on Friday. Definition For these purposes, “publication” is defined as: Any document or communication piece which is produced for internal or external distribution (regardless of production or delivery method); such as printed, copied, Web, multi-media, or digital media. Getting Started Publications Publications can take much longer to produce than most people realize. While CDS makes every effort to streamline the process, campus clients should contact the CDS director (or project coordina- tor) for an appointment three to six weeks before the desired delivery date for most publications and four to eight weeks in advance for new, lengthy or complicated projects. Providing adequate time to create a quality publication is in the best interest of all concerned. CDS can help make some determi- nations during the initial meeting but clients should come with an idea about budget, time line, com- munication strategy, audience, content, quantity and distribution. Also, a purchase order with proper signature approval is required before design begins on any project. 4 Better Communications by Design — Publication Guide Who, What, Where, When, Why & How? If you are thinking about producing a brochure, newsletter or any