Job Submission Guidelines

» Publications Sample Timetable: Design, Printing, and Mailing

Planning Your Job for Us

For publications, please make sure to have:

quantities needed.
samples of the previous version if available.
(All reprints/redesigns should be accompanied by two copies of the original. These help us determine the size of the piece, what has been done in the past, and how it could be improved.)
deadlines established.
(See timetables below to estimate when you should submit your job. We cannot guarantee rush jobs.)
new copy refined.
(Copy must be complete and should be edited in your department before the job is sent to Communications. It may be sent on disk or as an e-mail attachment. Copy should be in Microsoft Word. We use Macintosh computers; Wintel users please contact us for more information on format.)
account number to be charged.
contact name and phone number of the person in charge of job, who will be responsible for proofreading and approving changes.
your budget for the piece
art or specify art you need. (Illustrations, photo research, new photos, etc.)

Specify whether you need a price quote for the job and at what stage.

Proper Formatting

Use the Colby Style Guide when making grammatical choices.

Use only bolds and italics as necessary, but beyond that, please do not design your job in a word processing program. Beyond bold or italicized text, our page-layout programs will not recognize your styles. Page breaks, graphics, columns and underlining in Microsoft Word just creates problems on our end.

If you must use tabs, use them judiciously. 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 design programs.

Use only one space following punctuation marks.

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

Do not type in all caps.

Your Job in Communications

After Joanne receives a job order from you, logs it into our system, and assigns it a number, she will forward it to the design department. Incomplete information or missing components at any stage of the process may delay delivery of your publication. If you need business cards, letterhead, and/or envelopes, it is fairly simple; you can fill request forms out on line. Other publications require the submission of more information in advance.

The publications office will contact you to discuss paper, ink colors, and any other questions. The designer will forward you a laser copy or color printout proof of your job with a proof sheet. Make your changes directly on the proof (pencil is fine), check off the appropriate options on the proof sheet, sign your initials, and return the job to publications for changes. (image here)

We will continue to send you revised proofs until your changes are complete and you are satisfied with your piece. Making changes over several proofs takes more time than indicating comprehensive changes on one proof. Completing major changes before submitting jobs for publication makes the design process flow more quickly.

During the proofing process we also send a proof to the College editor to be proofread for proper grammar, syntax, and use of Colby style.

Once the design/proofing stage is complete your job is ready to send to the printer. If necessary, we will contact you with updates about the status of your job.