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 KRalston@K-State.com, if you would like to discuss the most effective and efficient methods to accomplish
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.
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.
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
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.
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.
Communications contact will secure printing bid(s) if requested and gain approval from requester
Communications contact begins work
First proof delivered to requester (All proofs will be delivered directly to requester's office or work station. No interoffice)
Communications contact completes revisions to first proof (if necessary)
Second proof (if necessary) delivered to requester
Communications lead completes revisions to second proof
Final proof (if necessary) sent to requester
If sign-off is not possible after final proof, director of Communications will meet with requester and designer
Requester approves job for final proofing
Two members of Communications staff proof job
Sign-off of job for production or distribution by requester
Communications contact completes print request form when applicable
Job advances to print/completion
Delivery of completed job
At least three samples of printed job are placed in job folder with all proofs, job request, checklist and other supporting materials
Communications staff notes job as completed in database and archived