University of Wisconsin-Parkside
Policy on Institutional Publications & Off-Campus Printing
Policy #56
The Publications Office in
the Division of University Relations is assigned the primary responsibility for
the University's external publications. External publications include those used
for recruitment of new students, those sent to the University's various constituents
as a medium for communicating official University information, and those deemed
"image" publications that further recognition and understanding of the University.
Because the University expects
the highest level of quality in the design and printing of its external publications,
these publications will be designed by the Publications Office or qualified
professional designers.
Due to complex technical
specifications involved with electronic graphic design and the level of printing
and bindery capabilities required, these publications will be printed on the
University's local class 7K printing contract, other state printing contracts
or put out for bid where appropriate. Specifications requiring off-campus services
include electronic imagesetting, photo/film manipulation and retouching, high-resolution
digital photo scanning, lithoscoring, machine folding and cutting, machine saddle-stitching,
embossing, die-cutting, film lamination, heatset color printing and web-fed
printing.
PRIMARY PUBLICATIONS
The current list
of external publications managed by the Publications Office is outlined below:
- Admissions Viewbook
- Admissions Preview Brochure
- PERSPECTIVE magazine
- University Catalog
- Annual Report
- Accent on Enrichment brochure (costs shared with University Activities and Dramatic Arts)
- Campus Directory (printed at no cost to the University)
- Calendar of Events brochure (issued spring and fall)
- MBA Program Guide and Recruitment Poster
- Undergraduate Business Brochure
- University Map/Fact Sheet Brochure
- Report to Donors (costs shared with UW-Parkside Benevolent Foundation)
- Laminated University Conference Folders
- Adhesive Conference Badges
- Embossed University Stationery (note cards and envelopes)
- Commencement Programs
- Scholarship Day Programs
The design and printing costs of these publications, except where noted otherwise, will be base budgeted in the Publications Office.
SECONDARY PUBLICATIONS
The Publications
Office coordinates production and print management for all other publications
requiring off-campus printing services. The secondary list of publications is
not base budgeted in the Publications Office. This list includes publications
requiring speciality printing or special technical specifications such as disk-to-film
imagesetting:
- Business Cards
- Transcript stock, security paper and continuous forms
- Course Schedules
- Athletics team guides and schedules
- Envelopes
- Newsprint publications
Other specialty printing
(film lamination, die-cutting, embossing, UV coating, varnishing, heatset web
printing, security printing, etc.)
DEPARTMENTAL PUBLICATIONS
For the purpose of this policy,
external publications do not include departmental fliers, informational program
booklets, event-specific posters/brochures, or newsletters. The Publications
Office issues a handbook outlining correct use of the University name and logo,
but otherwise has no role in production of departmental publications. Departments
needing assistance with design of fliers or other publications should contact
Media Services. Printing will be handled by Duplicating Services.
ADDING EXTERNAL PUBLICATIONS
It is in the University's
interest to carefully limit which publications are deemed external, ensuring
that those sent off campus for design/printing have broad benefits to the University.
Therefore a process will be established to review requests for new external
publications.
The following criteria will
be used to evaluate proposed publications:
1) Will it be used for recruiting purposes? If so, the director of admissions will be consulted to determine if existing recruitment pieces are sufficient.
2) Is it an "image" publication to enhance public recognition of the University? If so, who is the intended audience and what are the goals of the publication?
3) Is it a one-time publication or will it become a standing publication reprinted on a regular basis?
Individuals/departments
requesting the publication will fill out a questionnaire covering its intended
use, intended audience, the number needed and the expected shelf life of the
publication. The director of admissions will be asked to comment on all requests
for new recruitment pieces.
The publications editor
will couple this information with broad price figures and forward the information
to The Chancellor's Cabinet and the chancellor, who will make a decision on
whether to proceed, source of funding, etc.
Publications that are deemed
of broad benefit to the University based on these criteria may be reviewed by
The Chancellor's Cabinet and approved by the chancellor. New publications will
be added to the external publications list in the following fiscal year. The
Publications Office will handle all printing-related duties and will act as
a liaison to obtain the services of qualified designers or professional writers.
DEADLINES
Requests for new
publications must be submitted to the Publications Office by Feb. 1 each year.
Proposals will be evaluated after that time and sent to The Chancellor's Cabinet
by March 1 each year. Those given approval will be produced in the following
fiscal year.
