Planning and Preparing Your Publication

University Relations, Communications and Marketing produces brochures describing most academic programs and student services, at no cost to departments. You may call URCM at 565-2108 to discuss having a brochure produced. However, you may need to publish your own university publication.

University publications include all materials printed, photocopied, videotaped or desktop published, as well as online media, that are produced or paid for with funds administered by UNT, including grant, auxiliary, local and gift funds, and any other funds passing through university accounts. All such publications must follow the requirements outlined in the university publications policy. Note: A simple way to determine whether the publications policy applies is to ask, "If the university ceased to exist, would my center, institute or organization still exist?" If the answer is yes, funding is probably provided from a source other than the university. Contact Grants Accounting at (940) 565-3976 if unsure about your funding source.

STEP-BY-STEP GUIDE TO PRODUCING YOUR PUBLICATION

Step 1: Purpose

Ask yourself these questions:

  • Who is the audience? Whom are you trying to reach?
  • Why are you trying to reach them? What are you trying to tell them?
  • What is your desired result? What do you want the audience to do after receiving your material?
Step 2: Vehicle

Once you have answered these questions, determine what medium is best to achieve your desired result. This could be any of the following:

  • Letter on university letterhead
  • Brochure
  • Flier
  • Poster
  • Postcard
  • Video
  • Web page or posting
  • Business reply card (included with one of the above)
  • Other
Step 3: Cost

After determining the best vehicle for your intended message, ask yourself how much money is available to fund the project. When budgeting for the project, include costs for writing, photography, design, printing, addressing, mailing and return postage, as needed. For help in calculating a budget, contact one of the on-campus service departments (see page 1-5) or an outside agency.

Step 4: Deadline

Once a budget is established, determine when the finished project must be in your audience's hands to achieve the reaction you want. Preparation often takes longer than expected. Make sure your production schedule includes sufficient time for the following:

  • Copy preparation, including approvals and editing
  • Corrections
  • Design
  • Photography
  • Preparation of artwork for printing
  • Printing
  • Folding or binding (if necessary)
  • Preparation for mailing
  • Mailing time to reach audience
Step 5: Production

With steps 1-4 completed, you may now decide whether the item will be produced in your office (by desktop publishing), by an on-campus service department or by an outside agency. UNT has several on-campus service departments that can help (see page 1-5).

  • UNT Printing Services/Copy Centers, (940) 565-2005, (940) 565-2082, (940) 565-2083
  • University Union Design Works, (940) 565-3831
  • Fineline Graphics Studio in the School of Visual Arts, (940) 565-2855

Most of the service departments are cost-recoverable, which means that you will be charged a nominal fee for their services. The service department you select will help you determine a reasonable timeline to ensure quality and keep costs to a minimum by avoiding rush charges.

Basic guidelines for a smooth production process
  • Make an appointment with the desired on-campus service department or outside agency.
  • Allow sufficient time for the publication process. Generally, you should allow two weeks for design and production of completed manuscript text and two weeks for printing. Multimedia, video and web production may take longer. Large publications require more time; simple ones may be done in less time. Take into account the service department's or agency's holiday downtime and busy periods. Each service department or agency may require more or less time depending on its workload.
  • Get all required approval for the manuscript or text before typesetting.
  • Ensure that the text is prepared according to the suggested procedures in "Text Preparation Suggestions" in this chapter.
  • Complete an interdepartmental order (IDO) for on-campus projects or a purchase order (PO) for off-campus jobs. For specific purchasing requirements, contact the UNT Purchasing Office at (940) 565-2687. All off-campus printing must be approved in advance by the director of printing services.
  • In some cases, you may want to send copy by e-mail or on disk to the on-campus service department or to the outside agency for layout. If you plan to use this method, consult the department or agency for further information on procedures. If type will be set from a manuscript, submit one copy to the department or agency, retaining one for reference in case questions arise during production. It is a good policy never to send the only existing copy of your manuscript to a printer or typesetter. If your publication is to be a revision of a previously printed piece, submit a copy of the earlier one along with the revised manuscript.
  • Remember, all university publications must adhere to the UNT publications policy.

TEXT PREPARATION SUGGESTIONS

Before submitting copy for publication, read it for accuracy and completeness, and check it thoroughly for errors in spelling, grammar, punctuation, dates/days of the week and mathematical calculations. Have multiple people proofread; what one misses, another may catch. It is expensive to correct errors in later stages of production.

If you are supplying a word-processed manuscript, submit double-spaced, typewritten copy on standard 8 1/2 - by-11 inch white paper with sheets numbered consecutively. Handwritten manuscripts are not accepted by Printing Services. Also try to avoid penciled corrections. When corrections must be made, make sure they are legible. Clean, well-prepared text will save time and money, and it can help to minimize typographical errors. Remember, anything you can do to make your submitted copy easy to read and easy to understand will expedite your publication. If you are submitting copy electronically, check with the service department or agency for preferences in software and format

DESIGN TIPS CHECKLIST

If you decide to use desktop publishing to produce your publication on your own instead of using an on-campus service department or outside agency, please keep the following in mind:

» Read the copy

Your layout and design should reflect the character and feel of the text.

» Have a reason for every design decision you make

Whether you are adding a photo, bleeding an element off the page or setting type in an unusual font, each choice should contribute to the design. Avoid too many special effects. The layout and design determine the way a reader's eye will be carried across the page to ensure that the information makes sense and will be remembered.

» Be stylistically consistent throughout your document

Do not make your copy fit on a page or around a graphic by changing type size or proportion in that section. Readers will notice this, even if they are not sure what looks wrong. Also, be aware of the tracking, the space between letters and between words. Oddly spaced letters and words, particularly with justified type, can make type difficult to read. If your text does not fit, edit the words.

» Use white space early and often

Avoid cramming text and images together. White space allows different elements on a page to stand out. A page with no white space at all can be intimidating and unattractive to the reader. However, don't trap white space in the middle of a page. Instead, balance throughout.

» Don't go crazy with fonts

The fact that many fonts exist isn't a good reason to use several different typefaces in one design. Each face should complement the other elements in a design. It's generally better to restrict the number of typefaces and to instead use variations, such as bold and italic, to distinguish different kinds of text. Just remember to make text variations consistent throughout a piece; it creates a code for the reader. If you use bold for emphasis on one page and italic for emphasis on the next, you are changing the code halfway through the message and it may confuse the reader.

» Create a grid pattern when designing

A grid will give you a framework on which to place design elements and will help to achieve consistency and balance in a piece. The grid does not need to be symmetrical, but it does need to be consistent throughout the publication.

» Use boxes, rules and screens

Boxes, rules and screens can help distinguish various elements on a page, such as sidebars.

» Create a visual hierarchy

Always provide a focal point or starting place and a visual path for your reader to follow. Remember, readability never goes out of style.

» Pay attention to correct typography

Adjust kerning, leading, tracking, hyphenation and justification for every different size and face of type used in a design. Use the appropriate special characters (currency and mathematical symbols, em and en dashes, bullets) and diacritical marks (ä, á, â, ë). Learn the special keystrokes that are part of software programs and use them. For example, use typographer's quote marks, not straight inch and footmarks; most software programs have a "smart quotes" feature to do this automatically. Be consistent in using italics as needed for scientific names and titles of other publications.

» Use UNT Proud facts

Facts and figures about the university can enhance your publication and promote the university as a whole. To obtain the most current facts and figures about UNT, go to www.unt.edu/pais/untproud.htm.

» Use only meaningful images

Don't use a poor-quality photo or other image just for the sake of breaking up the page with artwork. If you must use a poor photo, then look for a reasonable way to camouflage it using a photo manipulation software filter or special effect that is consistent with the feel of the piece. Ideally, every image in a design should be important and attractive enough to stand on its own.

» Use only high-quality graphics

Have your photos professionally scanned for vibrant color with bright whites and dark darks. Photos scanned on low-end flatbed scanners are often dark and muddy. Use high-resolution graphics for your final output. Images or illustrations with low resolution (such as images taken from the web) will appear jagged in print. Contact Printing Services at (940) 565-2005 for more information.

» Get permission to use photos

There are many things to consider before publishing a photograph:

  • If possible, get written consent from anyone who is identifiable in the photos you use.
  • Don't use a photo for purposes other than originally intended without permission, unless your consent form allows such use.
  • If someone asks you not to use a photo again, mark the picture so that it won't be used in the future. All university photos, negatives or contact sheets that are old or no longer used should be sent to University Archives. Contact University Archives at (940) 565-2766 for more information.
  • Be sensitive to the subject of your photo. Even if you have consent, don't embarrass someone in a photo. Avoid offensive captions.

CAMPUS DEPARTMENTS THAT CAN ASSIST YOU

Division of University Relations, Communications and Marketing: (940) 565-2108,
Administration Building, Room 360

This office offers advice on marketing and communication projects to the university community on major campaigns or publications. Charges do not apply for services. URCM can accept only university-related work.

UNT Printing Services: (940) 565-2005,
University Services Building (near Fouts Field)

This full-service printing department can produce printed materials, including posters, invitations, certificates, brochures or books, from design to finished, delivered product. Charges for services apply as this is a cost-recoverable university operation. Please contact a customer service representative for a price quote. Printing Services accepts only university- or state agency-related work.

University Union Design Works: (940) 565-3829,
University Union, Level 2

This service department offers a complete array of graphics services, including custom illustrations, brochures, posters, invitations, presentation materials, banners, fliers, buttons, certificates and helium balloons. Laminating and dry-mounting services and a public fax are available. Charges for services apply. Union Design Works can accept non-university work.