Producing Your Job with Communications

Planning Your Job
For publications, please make sure to have:
  • Quantities needed.
  • Samples of the previous version if available. (All reprints/redesigns should be accompanied by a copy of the original.)
  • Deadlines established. (See Publications Timetable to estimate when you should submit your job. We cannot guarantee rush jobs.)
  • Edited copy. Copy must be complete and should be edited in your department before the job is sent to Communications. It may be sent as an e-mail attachment. Copy should be in Microsoft Word or Adobe InCopy format.
  • Account number to be charged.
  • Contact name and phone number of the person who will be responsible for proofreading and approving changes.
  • Art or art specifications (e.g., illustrations, photo research, new photos, etc.).
  • Any additional information, e.g. If you want a specific size or color.
  • Specify whether you have a specific budget or need a price quote for the job and at what stage.
Your Job’s Trip Through Communications
After we receive a job order from you, log it into our system, and assign it a number, your job will be forwarded to the design office. Incomplete information or missing components at any stage of the process will delay delivery of your publication.

Once you approve a design, we will continue to send you revised proofs until your changes are complete and you give final approval for the job. Completing major changes before submitting jobs for publication makes the design process flow more quickly. Making changes over several proofs takes more time than indicating comprehensive changes on one proof.

Before submitting a proof to you, we send a copy to the College editor to be proofread for proper grammar, syntax, and use of Colby style.

Once you have given final approval on your job, it is ready to send to the printer. If necessary, we will contact you with updates about the status of your job.

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Proper Formatting
Use the Colby Style Guide when making grammatical choices.

Please do not design your project in a word processing program (or any Microsoft program like Publisher). Use only bolds and italics as necessary. Beyond bold or italicized text, our page-layout programs will not recognize your styles. Page breaks, graphics, columns, and underlining in Microsoft Word create problems on our end.

If you must use tabs, do not use the preset tabs. Use one tab to begin each paragraph and set only one tab for each column. The use of spaces or multiple tabs to format charts or columns of text becomes a time-consuming repair job once a file is imported into a page-layout program.

Use only one space following punctuation marks.

Let the computer flow text to the next lines for you.

Do not type in all caps.