Publications and Graphic Design
The Publications Office is here to help meet your design, printing and scanning needs. We are available for consultation and advice on virtually every aspect of publications. Of course, if your information (text and graphics) is ready and has been approved by the department head, please complete our online form at go.wlu.edu/pubs.
In order to better serve the university community, the Publications Office has adopted a series of guidelines for the handling of all design, printing and scanning work. These guidelines are intended to make the production of work for the university community more efficient, while continuing to address the growing needs in this important area.
Because of the volume of work, outside graphic designers, writers and printers are used as needed. When outside vendors are used, we are careful to match the most competitive bid with the difficulty of the job at hand. The more information we have about your job, and the earlier we have that information, the more we can help you control costs and meet your schedule.
The most helpful thing you can do to assure that your job is printed in a timely matter is to plan. We are a deadline-driven profession, and we manage a large volume of work. The need for the vast majority of design and printing jobs is known well in advance. The sooner you get the job to the Publications Office, the more time we will have to develop an exciting piece and complete the job in a timely and efficient manner.
Contact Mary Woodson, director of publications, weeks before you need your finished job. The more complicated the job, the longer it will take, so please plan accordingly. This time is needed for typesetting, design, layout, scanning, pre-press production and printing.
Rush or emergency jobs will be accepted only as our schedule permits. We think everyone would agree that if most departments abide by deadlines to submit and schedule work, it is not fair to them to have their job pushed aside by someone who didn't plan properly.
Assuring Timely Delivery
Meet with Mary Woodson, who will help you plan and schedule your piece. She will help you take into consideration such factors as number of pages, size, illustrations, photography, type, paper, fold, ink, color and binding. She will assign a completion date for your job based on the number of jobs currently in production and the difficulty of those jobs. After incorporating ideas discussed in your planning meeting, the Publications staff will begin a rough layout for your approval. We will proceed once the design is acceptable to you.
Preparing Your Project
- Determine your deadline. Anticipate the date you want to distribute the piece and count backwards on your calendar by at least several weeks. That is your deadline to provide us with your copy. Sorry, we cannot guarantee rush jobs.
- Determine your budget. It is always best if you know how much money you have to spend on a project. The Publications Office can help you get the most for that money. If you have no idea what a project might cost, we are happy to assist with estimates.
- Determine quantity needed
- Provide samples of the previous publication, if available
- Provide final, edited text and graphics via the online form at go.wlu.edu/pubs. Text and graphics must be original, or proper permission must be obtained. Remember, graphics pulled from websites will not reproduce well in printed publications.
- Provide account number to be charged
- Provide name and phone number of the person in charge of the project. (This will be the individual who should receive the proof, as well as sign off once the project is complete.)
More Suggestions to Streamline the Process
- Use the Associated Press Stylebook and Libel Manual for punctuation and style. Brochures, newsletters, posters, etc. are marketing pieces, not academic ones. The Associated Press Stylebook and Libel Manual is the standard for marketing and public relations departments, including those at other universities. The stylebook is available from the university Bookstore, and we encourage departments to acquire one for reference. It is very easy to use. However, for your convenience, this manual includes a few AP style rules that you are most likely to need.
A consistent style, like a graphic identity, assures that we are all speaking the same language. Additionally, we use Webster's New World College Dictionary, Third Edition, published by Macmillan, a division of Simon & Schuster, New York. The Publications Office reserves the right to make changes in your copy to assure consistent style.
- Think visually. The photography department maintains files which are available for your use. To request a specific image or arrange for special photography, please visit go.wlu.edu/pubs (select the photography heading) and complete the form.
- Proofs are an essential part of every printing job. They are intended to show the customer exactly what the job will look like when it is printed. Proofs are also used to identify factual, spelling or typographical errors, and to make sure photographs and other graphic elements are correctly identified. Proofs should NOT be used for rewriting copy or radically changing the design. By the time a job arrives in the Publications Office, it is assumed that the copy has been approved by the necessary individuals within your group. This is your responsibility.
Scheduling is done anticipating one or two proofs for each job. Please check proofs carefully and make corrections as needed. The jobs should be finished after the first or second proof. If you require more than two proofs, we cannot ensure timely delivery of your job. When a proof arrives for approval, we will assign a deadline for its return, usually two days. It is your responsibility to meet that deadline. A missed deadline could result in a late publication or one that goes to the printer without your corrections.
Get approvals on your copy from necessary supervisors before the job arrives in our office to eliminate drastic rewriting of copy at the proof stage. Return proofs to the Publications Office in a timely manner to keep your job on schedule.
W&L Variations on AP Style
- Use Washington and Lee university on first reference; use W&L thereafter. Do not use the ampersand with the full name of the university.
- Class years after a name should appear as Patrick Hinely '73. But refer to the "class of 1973."
- The titles of composition, such as books and plays, should be in quotation marks, not italicized.
- Uppercase Homecoming Weekend, Reunion Weekend, Parents Weekend. (Note there is no apostrophe for Parents Weekend.)
Publications for the university should include a copyright line as follows:
© Washington and Lee University
All publications going to an outside audience should contain the following nondiscrimination statement:
In compliance with Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, and all other applicable non-discrimination laws, Washington and Lee university does not discriminate on the basis of race, color, religion, national or ethnic origin, sex, sexual orientation, age, disability, veteran's status, or genetic information in its educational programs and activities, admissions, and with regard to employment. Inquiries may be directed to Lauren E. Kozak, Title IX Coordinator, Elrod university Commons 306, 540.458.4055, firstname.lastname@example.org, who is designated by the university to coordinate compliance efforts and carry out its responsibilities under Title IX, as well as those under Section 504 and other applicable non-discrimination laws.
The Coordinator has designated the following Title IX assistant coordinators:
- Employment - Mary Main, Executive Director of Human Resources, Two South Main 109, 540-458-8920, email@example.com; and
- Gender Equity in Athletics - Elizabeth Knapp, Associate Provost and Director of the Johnson Program in Leadership and Integrity, Washington Hall 217, 540-458-8705, firstname.lastname@example.org.
Inquiries may also be directed to the Assistant Secretary for Civil Rights, U.S. Department of Education.