Publications production process

The Marketing and Student Recruitment Office and the Printing Centre are the two offices directly involved in the production of publicity material. These two areas are based within different Sections of the University and therefore function totally independently of each other.

The Marketing and Student Recruitment Office

The Marketing and Student Recruitment Office is responsible for:

Preparing high-quality, core publications which project a positive image of the University;
Ensuring the accuracy, attractiveness, quality and consistency of all promotional material produced by the University;
Editorial control over all promotional material produced by the University, publications produced by departments, administrative and service sections or units, and departmental publications or external publications which contain standard text about the University.

The Printing Centre

Once publications/publicity material has been through the publications office for editorial check/visual identity check etc it will usually go to the Printing Centre for design, typesetting and printing. (see flow diagram).

Does all publicity material need to go through the Printing Centre?

All material which is aimed at an external audience, and certain core materials aimed at an internal audience, should be designed and typeset in the Printing Centre.

Preparing copy for printing

Many people now take advantage of the facility in the Printing Centre for accepting word-processed copy from a memory stick and converting it into typeset text for printing.

Properly used, typesetting direct in this way can save you both the additional time and cost involved when a typesetter has to key in the text and, if the copy is carefully prepared and proof-read, the cost of alterations at a later stage. However, all too often typesetting seems to be regarded as just another stage in the drafting process, with the result that unnecessary expense is incurred because of alterations to the typeset text. It is important to remember that typesetting should be the culmination of the drafting process, not an intermediate stage!

It is recommended that before starting any job, you discuss it with the Printing Centre, who will be able to advise on the most cost-effective way of proceeding. For example, if you are simply updating a document which the Printing Centre already holds, it may well be cheaper to supply manual amendments to the existing text.

To enable the Printing Centre to process your work as quickly and cheaply as possible, please observe the following points:

DOs

type in upper and lower case only and set text to the left-hand margin;
use only one space after punctuation;
start each document by typing the filename and finish each document by typing 'End' and the filename;
keep files short;
spell-check and proof-read copy carefully (remember that alterations to the typeset text will cost money);
save the file on an otherwise empty disk (use Word if possible);
keep a back-up copy of your work;
print out one hard copy (which can be annotated if required to show bold, underlining, bullet points, italics etc.);
clearly label the hard copy and the memory stick with the file name.

DONT's

do not justify text
do not use any character formatting (no underlining or use of ALL CAPS).
do not use any paragraph formatting (no indents, bullet points, tabs, columns), nor line-end hyphenation. If your job contains tables, you should talk to Chris Lewes about the best way of dealing with them.

Remember that any alterations to the text after typesetting will cost you money!

When you are satisfied that the text is in its final, correct form, you can give it to the Printing Centre along with a completed order form and any photographs or pictures to be incorporated in the design:

the labelled disk and the labelled hard copy (Please write your name and telephone extension clearly on the print-out, in case of any query);
a completed ‘Printing Order Form’ (from the Printing Centre);
any photographs or pictures to be incorporated in design.

Useful contacts

For further general information or guidance and advice on particular jobs within Communications and External Relations:

Marketing and Student Recruitment

Head of Marketing and Student Recruitment – Lindsey Russell (ext 2975, e-mail lindsey)

Marketing Officer – Lucy Brown (4227)

Marketing Officer – Viccy Galeotti (4857)

Marketing Assistant - Simon Greenwood (2384)

Student Recruitment Assistant – Maxine Bell (2800)

External Relations and Events Officer – Helen Robinson (2784)

Clerical Assistant – Carol Gillman (3987)

Corporate Identity
Head of Marketing and Student Recruitment – Lindsey Russell (ext 2975, e-mail lindsey)

Advertising
Policy Decisions - Lindsey Russell (2975)
Content, design and layout – Lindsey Russell (2975)

WWW and CD ROM
Head of Marketing and Student Recruitment – Lindsey Russell (2975)
Web Development Officer – Keith Brooke (4327)

Print Essex
Print Essex General Manager – Chris Lewes (3141)
Enquiries/Estimates – Hannah Langwith (3141)
Graphic Designer – Nicola Wood (3141)

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Other contact information:

Search the Marketing website
Communications and External Relations staff contact details from the main telephone directory (campus-only)
The main University of Essex contact pages.
Finding people and places:
- Colchester Campus guide (shows the physical location of most departments, centres and services).
- Guide to room numbering.
- Directions for travel to the University of Essex.