Planning for a Job

The best time to contact us about a job is as soon as you have decided you need one, regardless of how far in the future it is needed. Lead time allows us to work your project into the production and distribution schedule. Contact the director of Communications, Kim Ralston, 2-5065 or, if you would like to discuss the most effective and efficient methods to accomplish a project.

Because the Communications Department is involved in a broad range of projects, it is difficult to address procedural and policy matters for all jobs. However, there is a job process to follow in order for your request to be handled in the most effective and efficient manner.

Job Process

We want your experience with the Communications and Information Services Departments to be a very positive one. The job process steps below have been provided to provide an understanding of how we work and how you can assist us in the job process.

Before a request is made, it is the responsibility of a requester to ensure his or her supervisor and any other appropriate staff have provided approval to proceed with a request.

Step 1
Requester completes job request form online and the form is automatically sent to:
a) Director of Communications if Communications job; or
b) Senior director of Information Services if only requesting information regarding membership counts and database functions

Step 2
The electronic system automatically assigns a job number, and for Communications requests, the director of Communications sends an email with the following components to requester and writer/designer assigned to the job:
a) Job number, type and name
b) Job requester
c) Job origination and due date
d) Name of writer/designer who has been assigned as the contact for the job

For Information Services requests, the senior director of Information Services will send an email confirming the request and distribution.

Step 3
For all new design requests, Communications contact and requester will meet to:
a) Confirm all applicable details remaining for job
b) Agree upon project timeline (Consider time required for writing, proofing and printer turnaround)
c) At this time, requester will share any ideas/supporting materials for the job and writer/designer will share initial ideas to be agreed upon by both staff members. Director of Communications will be consulted if needed.

Step 4
Communications contact will secure printing bid(s) if requested and gain approval from requester

Step 5
Communications contact begins work

Step 6
First proof delivered to requester (All proofs will be delivered directly to requester's office or work station. No interoffice)

Step 7
Communications contact completes revisions to first proof (if necessary)

Step 8
Second proof (if necessary) delivered to requester

Step 9
Communications lead completes revisions to second proof

Step 10
Final proof (if necessary) sent to requester

Step 11
If sign-off is not possible after final proof, director of Communications will meet with requester and designer

Step 12
Requester approves job for final proofing

Step 13
Two members of Communications staff proof job

Step 14
Sign-off of job for production or distribution by requester

Step 15
Communications contact completes print request form when applicable

Step 16
Job advances to print/completion

Step 17
Delivery of completed job

Step 18
At least three samples of printed job are placed in job folder with all proofs, job request, checklist and other supporting materials

Step 19
Communications staff notes job as completed in database and archived