Table of Contents
Publications Services
(Approved by the Executive Vice President by authority of Executive Order No. 5)
1. Publications Services
a. Department Overview
The purpose of Publications Services is to help University departments plan, design, produce, and distribute effective communications. To accomplish this, Publications Services is organized into four divisions: Client and Creative Services, Printing Services, Copy Services, and Campus Mailing Services. The Publications Coordinator, whose role is described in detail below, can assist in deciding which services and capabilities best suit your department's publications needs and communications objectives.
Publications Services offers a wide range of Client and Creative Services, including communications planning, project coordination, graphic design, writing and editing, desktop publishing, and digital imagesetting. Publications Services coordinates 500–700 concurrent printing projects—both those printed in-house and those awarded to outside vendors—and delivers 20–40 print jobs each day. Copy Services centers produce more than 100 million copies per year. Mailing Services processes more than 130,000 pieces of mail each day. Even though the department is large, Publications Services makes every effort to provide prompt, personal attention.
Client and Creative Services/Printing Services
Location: Publication Services Building, third
floor
Phone: 206–543–5680
Fax: 206–685–3411
Box: 359000
Hours: 7:45 A.M. to 5:15 P.M.
Campus Mailing Services (Mail Delivery and Collection;
Mail Rating; Mail Sorting; Mailing Lists; Mail Preparation;
Directory Services)
Location: Publication Services Building, first floor
Phone: 206–543–8757
Fax: 206–543–4385
Box: 359010
Copy Services (Document Production Centers; Copy
Centers; Copy Quick Cards; Copyright Clearance; Journal Binding)
Locations: B042 Communications Building, and 15 additional
campus locations Phone: 206–543–7336
Fax: 206–543–9285
Box: 353700
b. The Publications Coordinator
Each University department and program is assigned a Publications Coordinator who is not only a project manager but is also available for consultation concerning publication and communications objectives. Call the Publications Services receptionist at 206–543–5680, to be referred to the appropriate Publications Coordinator for your department.
Publications Services encourages involving the Publications Coordinator at the earliest stages of planning a project; his or her participation as a member of the planning team can be very advantageous in ensuring the desired results. The Publications Coordinator can suggest ways to lower costs, improve quality, or speed up delivery dates, depending upon the priorities requested. Once a project begins to take shape, the Publications Coordinator manages the various creative and production processes through printing and distribution.
The Publications Coordinator can also assist campus users in understanding the many variables in design and printing, and how these affect the cost and effectiveness of a printed piece. Most routine print coordination services are provided at no cost; other professional client services are provided at competitive hourly rates.
Contact your department's Publications Coordinator for assistance with any of the following services:
Communications planning.
Project coordination.
Writing and editing.
Graphic design.
Desktop publishing, imagesetter output, and scanning.
Photography coordination.
Cropping and sizing photographs.
Camera-work, such as screened halftones from continuous tone (black and white) photographs, stats, and film positives or negatives.
In addition, the Publications Coordinator can assist with contacting any other related services that will be involved with a project, such as Campus Mailing Services or Copy Services.
c. Outside Vendor Policy
University policy designates Publications Services to be the University's agent for procurement of all printing and related services. Publications Services is responsible for determining when and if awarding a printing or related services contract to an outside bidder would be in the best interests of the University. Many factors influence this decision, including current workloads, technical and quality requirements of the piece, cost criteria, and delivery needs. The final decision on the use of an outside vendor for printing is made when detailed specifications and layouts for the project are available. Publications Services is responsible for ensuring that contracts are awarded in a manner consistent with state and University requirements.
University bidding and procurement procedures, which require a few days to two–three weeks to complete depending on the size and complexity of the project, are used to determine the lowest-cost, qualified vendor for the job. Sales tax and a Publications Services coordination fee are charged on all outside jobs. The Publications Coordinator is involved in this process.
Occasionally, University departments have a need for printing-related services from outside vendors on a contract basis. These contracts are negotiated and monitored by Publications Services; any other arrangements are in violation of University policy and will not be honored by the Purchasing Department when the vendor invoices arrive.
Questions about a specific situation not described here, may be discussed with your department's Publications Coordinator.
2. The Publication or Printing Project
This section describes the actual steps involved in the publications process.
a. Initial Planning Meetings for New Projects
The Publications Coordinator can set up the initial consultation with a project team to assess the objectives, schedule, costs, and technical aspects of a job. At a minimum, the publications team should talk about the following in planning a project:
- Who is the target audience for this piece?
- What is to be achieved in producing this piece?
- How will the piece be used?
- What is its shelf life?
- What are the budget and schedule parameters?
- What quality level is wanted for this piece?
- How will results be measured?
There are often two stages to take into account when planning a publication or printing project. Time requirements in both stages are highly project-specific; by involving the Publications Coordinator in the early planning meetings, he or she can help set realistic deadlines and cost expectations.
The first stage (see Sections 2.e and 2.f), involves all the work needed to create originals-camera-ready artwork or an electronic file-that are ready to enter the manufacturing process. Included in the first stage are discussion of budget and objectives, planning, creation of text, design, arranging for photography or illustrations, layout, and preparation of artwork. The second stage involves the actual printing or manufacturing of a project (see Section 2.g for detailed information).
b. Request for Printing Form
The Request For Printing (RFP) form should be filled out before or during this initial meeting. This form gives the Publications Coordinator necessary information to proceed with the job and provides authorization to expend funds on the project.
c. Reprinting Existing Projects
When requesting a reprint of an existing job, enclose a sample along with the RFP. The job should be reviewed carefully before requesting an exact reprint to make sure there are no necessary changes. If minor changes are necessary, a sample should be clearly marked or a new copy provided. When complex changes are involved, consult with the Publications Coordinator. Publications Services generally retains electronic files and negatives for three years or three consecutive printings. Considerable prepress costs may be saved if the previous job number is provided to the Publications Coordinator so that existing files or film can be reused.
d. Estimates and Production Quotes
Estimates may be requested at the initial stages of a new publication project to provide a potential range of costs and a way of evaluating alternative project specifications. Estimates should consider costs for design, page layout, or desktop publishing services, as well as actual printing costs. Materials costs are volatile, so estimates may change depending on those costs at the time the order is initiated.
Once camera-ready mechanicals or final electronic files are available, the Publications Coordinator will be able to provide a final production quote for the job. Unlike estimates, production quotes are prepared only when material is ready to enter the electronic prepress and/or press preparation processes. Note: Client changes after this point or press delays can alter final costs. In general, Publications Services recommends that clients budget a 10–15 percent contingency to allow for unavoidable and unanticipated changes. When particularly concerned about the budget for a specific project, the Publications Coordinator can, in the early stages of a project, assist in identifying ways to lower overall costs, and to closely monitor project costs as they are incurred.
Again, the production quote does not include client changes made after final materials are approved and enter production. Any changes on blueline or on press will result in additional charges and could delay delivery.
e. Creative Services and Materials Preparation
The following sections describe the services Publications Services offers to help with the preparation of a project.
| 1) | Design—Publications
Services has an experienced in-house design staff.
A designer can provide a range of services from the
roughest of initial layouts, to see what an idea might
look like, to in-depth design of complex multi-color
publications. The Publications Coordinator can assist
in assessing how much design time a project might
require. Even if a job has been provided completely
on disk, a few hours of a designer's time may greatly
increase the effectiveness of a completed piece. In
addition, the designers work closely with the electronic
publishing specialists to create final material for
printing. |
| 2) | Desktop/Electronic
Publishing—Publications Services' electronic
publishing specialists have extensive experience
with many aspects of this changing technology.
Equally important is their knowledge of printing
requirements and understanding of how best to
create desktop files that cost-effectively mesh
with the printing process. Publications Services
offers a range of services, which include:
When provided with a PostScript file for imagesetting on a project that will be printed by Publications Services, Publication Services staff will review the file in our prepress areas before entering it into print production. This check will help ensure that all electronic parameters are compatible with the desired printed results. Any necessary modifications to the file will be discussed with the client and can be made at regular hourly rates. Include a hard copy, when furnishing word processing or PostScript files for desktop publishing. Publications Services staff will format files according to instructions and provide proofs for review. Files can also be sent over the Ethernet to Publications Services; for details, contact the Manager of Electronic/Desktop Publishing at 206–543–2497. Copy to be input by Publications Services should
be double-spaced and typed neatly to avoid
expensive errors and typos due to unclear
copy. All text files input by Publications
Services staff are proofread against your
hard copy. |
f. Preparing Camera-Ready Artwork
A printing job enters the actual press queue when complete mechanicals (or final film output from the imagesetter) are in the Publications Coordinator's hands. Complete camera-ready art should include all photographs sized and cropped to fit into position, transparencies for full-color photographs, a mock-up or dummy of the project, and one of the following:
-
Complete, fully proofread type and line art on artboards with clear instructions on tissue overlays, or
-
A complete set of film negatives with clear instructions marked on laser proofs.
Note: Review laser proofs or mechanicals carefully; this is the last stage at which to make corrections at relatively low cost.
Black and white photographs for reproduction should be clean and sharp, have good contrast, and a full range of tonal values for the best results. For full-color printing, transparencies are recommended for the best results. University Photography, 206–543–2518, can be contacted directly if photographs are needed for a publication; however, if a Publications Designer is involved with the project, he or she can assist in arranging for the necessary photographs.
Digital scans, unless processed on high-quality, high-resolution equipment, probably will not produce satisfactory printed results. The Publications Coordinator, Designer, or the Manager of Electronic/Desktop Publishing can discuss current technological capabilities and alternatives for any project.
When camera-ready mechanicals are produced in the client's department, all photographs should be cropped and sized with the percentages for reduction or enlargement. The Publications Coordinator can assist clients in preparing their photographs, or this service can be provided by Publications Services at regular hourly rates.
g. The Printing Process and Reviewing Proofs
Once camera-ready mechanicals or film output have been finalized, a project will go through the following stages, depending upon its requirements:
| 1) | Stripping—The
mechanicals will be photographed. Film, whether
from the mechanical or the digital imagesetter,
will be stripped into position. The composite
film is used to make a proof called a blueline
(color keys or Cromalin proofs may also be
provided for complex or multiple-color jobs). |
| 2) |
Bluelines and Color Keys—A blueline is a one-color representation of what a final job will look like. Multiple-color projects may also require a color key proof. This is the final stage at which to make any corrections; however, any changes at this point will usually require correcting and reoutputting the type, changing or reshooting the mechanical, and restripping the flat. These last-minute changes are thus very costly and can delay delivery dates. What to look for in a blueline:
Although the Publications Coordinator will
also review the blueline, the client is
responsible for approving it. Changes
made on bluelines are designated as either
"PE" or "CA" for Printer's Error or Client
(or Author) Alteration. Client Alterations
will be charged at regular hourly rates.
After any changes have been indicated
on the blueline proof slip and the blueline
is marked up, the client should sign the
proof slip. Publications Services' schedules
are based on a 48-hour turnaround on blueline
proofs; bluelines should be reviewed and
returned promptly. |
| 3) | Press
Run—Once the blueline has been approved,
the printing plates will be prepared and the
job will be scheduled for press. For complex
projects, the client may request a press check;
this means being called in during the initial
part of a press run to review the press sheet
to make sure it meets expectations. Delays,
changes, or modifications made at this point
may be charged at premium rates, depending
on the expenses involved with labor, materials,
and equipment. If a press check is requested,
the Publications Coordinator will generally
send notification 24 hours beforehand.
Note: Print shops run several shifts; a press
check could happen during nonstandard hours.
|
| 4) | Bindery
and Finishing Work—Finished press
sheets are trimmed, scored, folded, bound,
and final trimmed in the bindery area. Sequential
numbering, padding, and shrink wrapping may
also occur, as well as special processes such
as embossing, foil stamping, and die cutting. |
| 5) |
Shipping/Receiving—The final product will be delivered according to the delivery instructions provided on the RFP. The Publications Coordinator will notify clients of any partial shipments. If the job is going directly to Campus Mailing Services, arrangements should be made in advance. When receiving a project, inspect it as
soon as possible. If there is a problem,
notify the Publications Coordinator immediately.
|
| 6) | Billing—Final
billing for projects should be received within
four to six weeks, depending upon whether
outside services were involved. If a final
cost is required before receiving a billing,
contact the Publications Coordinator. |
3. Business Cards, Letterhead, and Envelopes
A Publications Services brochure, The Guide to University Stationery, describes the UW stationery program and illustrates the two standard formats for University of Washington correspondence, envelopes, and business cards. To request a brochure, call Publications Services, 206–543–5680. Stationery orders are made on an RFP and sent to the Publications Coordinator to be processed in a manner consistent with the guidelines.
Standard University business cards are printed periodically throughout the month; allow one to two weeks for completion. Call Publications Services, 206–543–5680, for cost and schedule details.
Specialized business cards and stationery are treated like any other publication project and are handled by the Publications Coordinator.
4. Use of the University Seal and Mark
a. University Seal
The official seals of the University are shown below. The alternative can be used when reversed type, embossing, or foil-stamping are required. Publications or other materials using any other version of the seal should be modified as they are reprinted.
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b. University Mark
The University mark is a less formal graphic device than the University seal and is intended to be used in a manner consistent with the dignity of the institution. When used on stationery, it appears as shown in A Guide to University Stationery, noted in Section 3.
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5. Other Information About Publications Services
Contact your department's Publications Coordinator or call the Publications Services receptionist, 206–543–5680, to request any of the following additional reference materials:
- Fact Sheets:
- Planning Your Publication
- Ways to Save on Your Next Publication
- The Design Process
- Desktop Publishing and Digital Imaging
- Preparing Your Photographs for Printing
- Checklist for Camera-Ready Artwork
- The Printing Process
- Estimates and Production Quotes
- Why Can't I Take It Outside?
- What Am I Looking for Anyway? Bluelines, Color Keys, and Press Checks
- Copy Services or Printing: Which is Better for My Publication?
A Guide to University Stationery
Ordering UW Business Cards
L–300 Price List
