Starting A Project

Steps to Starting a Project

Step 1 – Plan ahead for job design turnaround time
Step 2 – Complete the Publications Request Form
Step 3 – Submit text, graphics and photos
Step 4 – Proof copy and layout thoroughly
Step 5 – Complete the Publications Approval Form
Step 6 – The final publication will be sent for printing

Project Schedule

The turnaround time for completing a design project depends on its complexity as well as the number of projects in production ahead of yours. Allowing for these variables, it can take up to two weeks to complete your project design.

Publication Request Form

Complete the Publications Request Form for each new project and submit it to Jean Ann Vance, Director of Publications at All information on the form must be completed in order to start a job.

Submitting Text

All copy must be reviewed and approved by a supervisor before it is submitted to the Office of Publications for design. Making substantial editorial changes during page production can cause extreme delays in the completion of the project. Please submit text as a Microsoft Word document on a disk or email to: Please avoid using tabs and formatting in the Word document. Provide a hard copy of text for all new jobs.

Submitting Graphics and Photos

All graphics and photos should be saved in jpg, tif or eps format at the highest resolution possible. Graphics and photos pulled from the Internet are not of printable quality. Remember, many graphics and photos are protected by copyright and cannot be reproduced without express permission of the owner.

If you are submitting photos of people, a Photo Release Form is required. The form grants permission to the University of Rio Grande/Rio Grande Community College to use photographs taken of that person for use in print materials, displays, websites or other electronic form or media.

Proofing Your Publication

Once the project has been designed, you will receive up to three proofs. Proofreading is the responsibility of the person or department for whom a publication is being created. Please read all proofs carefully. Changes and corrections should be clearly marked to avoid miscommunication.

Proof Approval Form

Once you have received a final proof, please complete the Proof Approval Form and submit to Jean Ann Vance in the Office of Publications. Once the form (as well as Purchase Order number if applicable) is received, your publication will go to print.

Purchase orders and check requests must be completed before a publication is released to an outside printer.