15.1 Project Requests

Purpose

The Communication Services (CS) department is charged with protecting the brand image of Rochester University in the public’s eye. To do this, policy requires everything disseminated to the public and various constituencies go through Communication Services.

An Electronic Project Request Form was created to help organize and prioritize the design needs of Rochester University. CS offers graphic design services to the campus, and to keep these design projects consistent in content and branding, it necessary to use this electronic request form.

ALL PROJECT REQUESTS MUST BE SUBMITTED ON THE PROJECT REQUEST FORM. Please review the form in its entirety before filling it out, as all fields must be completed. Here are a few things to keep in mind while filling out the Project Request Form:

• Log into http://www.rc.edu/commservices/projectrequest/
• Top crimson navigation CLICK “Employees”
• Left gray navigation CLICK “Design Request”
• COMPLETE ALL FIELDS - Note: If you are unable to complete all fields then you need to spend more time planning your piece.
• Once complete please submit. Understand this is ONLY a REQUEST until you are contacted by someone from the CS staff to discuss timeline and material.

Once the form is complete, CS will meet with the project decision maker and set objectives, challenges, deadlines and other key criteria. CS provides a high level design expertise so their services are often in demand. Thus, while IMG makes every effort to accommodate all projects—with a priority given to projects targeted to external audiences— there are occasions when a desired deadline cannot be met due to previously scheduled projects. CS will make every effort to use vendor relationships and resources to meet your needs at the lowest possible cost (approved by you in advance), and still oversee the project from start to finish. If the need to use an outside design company arises CS will chose the appropriate company and select the right company to complete your job.

No off-campus printing is to be done without CS’s knowledge. This assures proper usage of Rochester University logos and marks along with graphic standards and also allows CSG to use vendors that have proven capable and meet RC graphic quality standards.

Be sure to compile every component of the project request—body copy, photos, or examples—and keep them until CS staff has contacted you about your request. All body copy for projects need to be in electronic format (i.e. Word document). Providing correct body copy and photos up front will ensure things are right the first time around. CS needs all information for any given project from you before it can be started.

If your piece requires photos to be taken or updated please note an additional production cost may accrue. Also plan on additional time during production due to photography scheduling. CS has limited photography resources on campus and may have to outsource photography requirements.

You may include example materials and copy, but CS reserves the right to change projects to conform to RC’s established branding program. CS is committed to a “win-win” solution that meets your needs and helps RC maintain a consistent marketing message.

In order to serve the campus community more efficiently, CS has established a process for timing. To ensure the best product for you and your audience, give IMG ample time to complete the work. Except in very rare cases, CS cannot complete projects on an as-needed or emergency basis. When you submit you project, it will be evaluated and a timeline discussed with you based on your deadline and the current workload.

• Especially large projects, such as view books, catalogs, and major event advertising pieces, will be built into the overall design timeline at the beginning of each budget year. However, individual departments are responsible for making sure CS is aware of the projects and due dates.
• CS normally schedules even smaller projects months in advance. CS needs plenty of notice to produce the kind of product you can be proud of, so please take into account those needs as well as your own when you begin planning. The minimum submission requirement is three weeks before your due date. Typically, you should allow a six-week time frame for the production of a typical brochure, from the initial editing of text through delivery from a print vendor (this schedule allows 7 to 10 business days usually required by print production companies, depending on the complexity of the project). Please note that if you are requesting a piece that needs to be printed off campus, the 7-10 business day time frame will be added onto the end of our design time.

Please be sure to include a budget number with your request. CS cannot begin a project without budgeted funds. If this project does not have cost implications such as logo development, web pages, or web graphics please put “NA” in the budget field. Once all the necessary elements are known, CS will work with the vendor to obtain a quote for the project. First priority is to make your projects look the best they can—and this usually does not come cheap. If you have a specific budget limit, please advise at the time of your request.

CS designs and creates marketing materials in print, on the web, and in limited multimedia formats. CS does not do web programming, data entry, video production or production work (copying, cutting, printing, etc.).

Upon completion of your project CS will submit to you the finished project and a proof approval form in electronic format. At this time you will review the project. If you are satisfied with your project, sign off on the electronic proof via the electronic approval form. Once approved, your project will be sent to the printer or into production. If you are not satisfied and additional changes need to be made, make the necessary corrections. This process will be repeated until CS has a complete project you are satisfied with. Please note, proofing a project is shared responsibility, with the final ownership falling upon the requesting department. CS does not have a budget for reprints due to errors overlooked. Take the time necessary to proof read and review graphics for your piece.

Turnaround Time Estimates