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Policies and Procedures
(Advertising and Publications)
Communications is part of the
Institutional Advancement Division
Recruitment Pubs Project
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Policies
and Procedures for Advertising and Publications Projects
To initiate your project, contact the
assistant editor, who acts as our project manager at (724) 357-3062.
If your project entails placement of an advertisement, contact the
ad coordinator, who places all ads, at (724)
357-4546.
Advertising
The advertising coordinator acts as the official purchasing agent for
advertising of all types. Individual departments and offices are not authorized
to engage in advertising contracts. With the information you supply, the ad
coordinator will make the appropriate arrangements with the desired media
outlet. To begin the process, those who
need to place paid advertising of any kind should follow this link, print and
complete this form, then correspond with the ad coordinator.
Publications
First, A Note on Planning
The Communications Group's personnel figure
all projects go one of three ways:
1. If you want a publication fast and cheap, it won't be good.
2. If you want a publication good and cheap, it won't be fast.
3. If you want a publication good and fast, it won't be cheap.
Please follow
this link to print a hard copy of our Communications Brief. Please
complete it and bring it with you to your first meeting with the project
manager. What you tell us on the brief will help us to understand what you are
trying to achieve with your publications project.
On average, publications projects take three weeks for production. The IUP
Printing Center asks for four weeks for printing. This five-week window
varies, depending on project size and time of the year. The same timeframe for
printing is not atypical for commercial printers.
Because the Communications Office currently offers neither research nor writing
services, clients must generate their own manuscript. Consider your audience
as you write your manuscript. If your publication is of a recruitment nature,
we suggest you try to print a high enough quantity to last two years, to save
both time and money in the long run. Consequently, dated material should be
omitted from the publication. Allow Communications personnel to assist
you in finding ways to publish time-sensitive material without dating your
high-quality publication. See our resources
section for help in preparing your manuscript.
What We Expect and What You Should Expect: The Rules
Clients are expected to generate their own copy (manuscript). Manuscript
should be delivered to the Communications Office in two forms: one hard copy and
one in electronic form. The copy on disk may be in any word processing application,
either Macintosh or Windows format. Clients should supply
straight text documents (no column formatting) and should avoid using tabs when
possible. The office does not provide keyboarding services. Clients should
also provide photographs or artwork when appropriate, although the
Communications
area has an extensive collection of commercial artwork and commissioned
photography for those who do not have access to such resources. The
Communications
area will work only with final copy. If the content of your publication must
be approved by several people, please have those approvals in place before you
deliver your disk. With limited staff resources, we can afford to edit your
manuscript once. We will not begin working on your publication until we have
the final manuscript in hand.All
advertising that is paid for with university funds must
be filtered through the advertising coordinator.
The advertising coordinator is the only person in the
university authorized to act as an advertising
purchasing agent on behalf of the university. In
other words, if your ad is not placed by the advertising
coordinator, you cannot pay for it out of your
university budget.
The Communications area will provide editorial review and graphic design
services. Campus offices are welcome to use any artwork on file in the
Communications Office.
The Communications area will consult with clients regarding appropriateness of
copy, cost-effective printing methods, clients budgets and projected costs,
graphic design, and, if necessary, special photography to ensure the university
receives the best possible product for its expense. The Communications area
will also arrange for printing, whether on or off campus, and assist clients
through the university's purchasing process by writing specifications and
working directly with printers.
University budgets are not assessed for the Communications area's
services, and clients need only plan to incur expenses due to printing and
special photography and illustration or writing services not performed by
university staff members.
To initiate your project, contact the
assistant editor, who acts as our project manager at (724) 357-3062.
If your project entails placement of an advertisement, contact the
ad coordinator, who places all ads, at (724)
357-4546.
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