The MarComm Office is responsible for maintaining and promoting a positive image of the College by effectively communicating the mission of the College and reflecting the vision for the future. One avenue for this is through its publications, which must appear professional, consistent and concise in their message. The MarComm Office carries out this task by writing, designing and editing publications or overseeing this process, including monitoring all publications which have an external audience and regardless of funding source. The office also provides this service when appropriate to departments and offices of the College for publications to be distributed on campus.
All College publications which will be distributed directly or indirectly to any off-campus audience, including but not limited to event programs, posters, newsletters, publicity flyers, pamphlets, calendars, and/or direct mail pieces, are to be produced by the MarComm Office or cleared with the EDIC prior to production. Clearance involves editorial review, layout and printing assistance.
Developing a Publication
1. As with all other publicity, publications should be included in an office or department’s annual Communications Plan. It should be clear how the publication works in conjunction with other publicity options available through the College (email newsletters, website, news media, advertising, social media). Please complete a Project Request Form located at https://www.ehc.edu/communications/project-requests. The MarComm Office will help you set up a timetable, determine a budget, and create specifications. We assure that it meets all standards set by publications policy and will assist with the bid process for printing.
2. You should allow four weeks for production of a typical publication; two weeks for in-house production and proofing and two weeks for actual printing (commercial or in-house). Some publications may take less time, others may take longer.
3. The information you will need to present to the EDIC includes the following:
- the purpose of the piece
- the audience for the piece
- desired date for your audience to receive the piece
- a budget
- quantity to print
- how you plan to distribute the piece
- prepared text even if it is just a guideline
- ideas for photographs
- any collateral pieces (envelopes, reply cards, etc.) you may need
4. Provide text in Microsoft Word without formatting except for paragraphs and headings and send as an email attachment or bring a flash drive to the EDIC. There is no need to boldface, italicize or underline text. Resist the urge to place your text into columns or to use symbols and characters unique to your word processing software. We’ll only have to undo all your hard work. If your text consists of more than one article, save each article as a separate file. List the name of each file of your publication. Note: Do not send Microsoft Publisher files. It is not industry-standard software and is used for simple print jobs, but cannot be manipulated by our office or commercial printers. The text will be read for consistency, accuracy and completeness and will be checked for grammar, punctuation and spelling. Our editorial format follows The AP Style Manual. However, some matters of style are unique to Emory & Henry and will be used at the discretion of the MarComm Office.
5. The EDIC or designee will design the piece and you will be asked to approve a mockup. While the EDIC edits and proofs the material, it is important that you proof your piece carefully. II. PRINT PUBLICATIONS 10
6. The EDIC will then follow through with commercial printing as decided at the beginning of the process. If occassional printing is done by the MarComm Office, it will be billed to the account number you provide. With commercial print jobs, you will be given the printer’s invoice from which to pay directly to the company
Affirmative Action and Equal Opportunity Statement
All recruitment publications should include the following non-discrimination policy where possible:
“Emory & Henry College does not discriminate on the basis of race, color, national origin, age, religion, sex, sexual orientation, or physical handicap in administration of its educational policies, hiring policies, admissions policies, scholarship and loan programs, and athletic and other school-administered programs. Emory & Henry College affirms the dignity and worth of every individual.”
The MarComm Office strongly recommends that when choosing a colored paper select beige, cream and off-white paper colors, which tend to add warmth and convey a sense of the institution’s history. “Brights” like canary yellow, lime green, etc. should be avoided in all print pieces distributed or mailed off-campus.
While most of us now have access to full color copiers, which are suitable for internal printing, there are limitations to which external publications are suitable to be printed in-house. The EDIC will determine whether a project is suitable for in-house printing or should be sent off-campus to a commercial printer. Some criteria considered are: quantity, size, use of images, audience and price. These options will be discussed with you before production of a publication begins.
Office printers, regardless of perceived quality or price reduction, may NOT under any circumstances be used to reproduce publications targeting external audiences.
Official College letterhead and letterhead envelopes are available in the College bookstore. No other letterhead may be used for College correspondence. Specialized envelopes (business reply, one-color, etc.) also must be approved by the MarComm Office. Re-creations or photocopies of College stationery may not be used for any correspondence or mailings to an external audience. When such stationery items are part of an off-campus mailing, the creation of these elements are to be coordinated along with the printing of the publication. Contact the Manager of Communications concerning electronic letterhead.
Official business cards for Emory & Henry employees must be ordered through the MarCom Office’s online ordering form. Cards are not to be photocopied, printed on office printers or taken to outside printers. To order business cards, complete the order form, which must be signed by an authorized agent of the office or department requesting the cards. An invoice from the printing company will be given to the office or department from which to pay directly. A variety of quantities may be ordered. Pricing is available on the form and is subject to change.
Official name tags for Emory & Henry employees must also be ordered through the Human Resources Office.
Official College Correspondence
The use of the Goudy font is encouraged for the text of official College correspondence, sized no smaller than 10 pt. and no larger than 12 pt. While most correspondence does not need to be reviewed by the MarComm Office, letters which are included in admissions, marketing, or Advancement-related mailings require the approval of the EDIC.