Prior to submitting your text to the Office of Public Affairs, please review it to make sure it is correct and accurate, consistent and complete. If copy needs to be adjusted or alphabetized, that also is your responsibility. The Office of Public Affairs staff will copy edit your material for clarity and style. Do not submit text directly to the graphics staff unless the publications coordinator has reviewed it first.
- When you submit text for your publication, please submit
- A hard copy printout and
- An electronic copy via e-mail (or on a CD, disk or flash drive) written in Microsoft Word.
- Please use a uniform page of 1-inch margins on the top, bottom and either side of the page.
- Please use 12-point Arial or Times New Roman typeface.
- Please do not format the text – that is, do not boldface, italicize or underline. If you wish to have certain words or phrases highlighted as such, indicate those on the printout. The reason is that when the text is transferred into another program used by the graphics staff, the boldface and other formats are lost and alter the file and mistakes occur. Ultimately, this adds unnecessary time to the production process.
- If you have more than one file for the publication (such as all the stories for a newsletter) on a CD, flash drive or disk, please also provide a printout that lists those files by their file name and in priority or page order.
- When submitting digital art, please send it via e-mail or on a CD, disk or flash drive and saved as a .TIF or .JPG file at 300 dots per inch. Anything less will not reproduce well in your publication. You may submit clear photographs or artwork that the graphics staff can scan. Please be aware of size limitations – typically, flatbed scanners can not handle anything larger than 8” x 10”. Please, no “thumbnail art,” art taken from Web sites, or photos smaller than 3 ½ by 5 inches (if possible).
- When you receive a proof of your publication, it will have a “proofing slip” attached. Please make sure you fill out the appropriate section, and return it to the public affairs office with your proof. When you receive a copy of the proof that will go to the printer, that slip carries with it public affairs’ final approval, which you will need to obtain a purchase order to pay the vendor for your publication.
