Basic Facts and Features
Before You Come In
The Publication and Printing staff is available to help you make your printing decisions, but it's a good idea to have several basics in mind before you bring in your print request. To place a job or to obtain an estimate, you will be asked about:
- The number of copies you want to have duplicated or printed.
- Photos and artwork to be used.
- The account number to be charged.
- The type of paper and which ink colors to be used.
- How the publication is to be finished and bound.
- When delivery is needed.
For those printing requests which require pagination, you have several options. For quick copies:
- Send pdf or Publisher files to firstname.lastname@example.org
- Provide hard copy to be scanned, with no changes or adjustments required.
For the offset printing presses:
- Provide text-only copy on a computer disk in a word processing program. This is your best option in terms of time and expense.
- Provide your document on a disk or thumb drive using InDesign or PageMaker 7.0 (or later version). If you are unfamiliar with this printers' software the result can be more expensive than providing a text-only disk because of the reformatting that may be required before your document can become a print-ready file.
- To fold correctly, your brochure must have twice the margin between columns as it measures from the copy to the edge of the page.
- The margins for the right-hand panel of a tri-fold brochure must be 0.0625" narrower than the other panels to allow for the fold-over.
- If the page will "bleed," meaning the images extend to the edge of the paper with no white margin, then the image must extend 1/4 inch beyond your crop marks that indicate the trim line. The extra will be trimmed away, leaving the image at the edge of the paper. This is because the press cannot print all the way to the edge of the paper.
- Offset printing requires a minimum 0.375" outside margin for the gripper.
These are some of the design elements we can handle for you. We'll be happy to discuss with you the most cost effective way to accomplish your project.
The Department of Publications and Printing has hundreds of styles available. If you are using a special font in the Macintosh format, you may need to include that font on your disk. If you are unsure, call Kacy McBurnett to check for the availability of your typeface in our system.
All jobs must be proof read by the customer at least once, and the proof must be returned with its signed and dated proof ticket before work can continue. Even those jobs you submit using your computer disk need to be read because translation to a print-ready format can create unexpected results. While we try to identify problems, the volume of pages produced daily makes it impossible for staff to thoroughly check your proof for you. This important stage marks the last chance to identify problems and fix them easily and inexpensively.
(See How to Read a Proof.)
Finding the Problems Before They Are Printed
Here's how our proof reading system works:
- Up to four sets of proofs will be provided to the customer at no charge. Author's alterations will be charged according to the cost of time and materials required to produce them.
- When a proof is ready, the individual listed on the printing request will be notified. The customer should pick up the proof and return it within 24 hours. Any time lost at this stage may be added to the time needed to complete the job. Proof reading times for larger jobs, such as academic journals, books, and catalogs will be scheduled with the customer when the job is placed. Your proof ticket will indicate the anticipated completion date, based on the date the proof is returned.
- Every effort will be made to contact the person whose name is on the printing request when the proof is ready. If that person is unavailable, a message will be left with the department. Contact dates and times are noted on the proof ticket, and we will try again to notify you after two or three days if the proof is not picked up.
- Proofs can be picked up from the "Proof-Out Box" located behind the front counter. Proofs should be returned to the front office and changes may be discussed at that time.
- The proof ticket attached to your proof should be signed and dated, with the appropriate
box checked to indicate your preference:
- Okay, ready to print (no corrections)
- Print with corrections
- Revised proof required
- Once a final proof has been signed and released by the customer, Publications and Printing is responsible for corrections noted on the final proof only. The customer must check to be sure any errors noted on previous proofs have been properly corrected. Errors that appear on the finished job, but that were not noted on the final proof, are the responsibility of the customer.
- Your proof ticket will indicate the anticipated completion time based on the date the proof is returned
- A proof reading checklist is provided on the How to Read a Proof page. It is especially important that you use this or some other checklist if you are producing a newsletter, journal, or other large printing job.