1. Production Meeting All new projects and all major existing projects will begin with a production meeting. DUC will schedule a meeting with the Client (including the primary contact) and DUC staff:

• Creative Supervisor
• Recruitment Communications Officer
• Project Co-ordinator
• Graphic Designer

The purpose of this initial meeting is to discuss the publications plan and to develop a creative brief (for all major publications, such as viewbooks and booklets). The Client (and/or primary contact) is provided with a copy of DUC’s policies and procedures prior to the meeting. 2. Publications Plan The production meeting discussion will also include the following:

• review of production procedures
• contact person, sources of information
• type of publication
• production schedule for major publications (which DUC will provide to the Client (and/or primary contact) after the production meeting (see Step Two, item #2 below)
• budget (see item #3 below)
• use of an outside writer and/or graphic design firm (if necessary)
• request for copy outline (if a new publication)
• preliminary design ideas
• target date for delivery (see item #4 below)
• stock selection (to be confirmed), number of inks/colours
• other means of promoting the Client’s program/event (i.e. advertisement, Carleton Now, Today @, news release,
• public service announcement, the Web)
• measurable objectives (i.e. how will the Client know if the publication has met its goals?)

If an outside writer and/or graphic design firm are to be used, DUC’s Project Co-ordinator will continue to co-ordinate project. These professionals understand and follow Carleton University’s writing and graphic standards policies. 3. Budget/Quote The Client’s budget for the project must be identified at the production meeting. In collaboration with the Client (and/or primary contact), DUC will identify, based upon available funds, the costs of the project. Costs would include, for example:

• photography/graphics
• printing
• stock photography
• writing

Note: An internal chargeback form (ICB), complete with account number and signature, must be provided at the beginning of the project to cover the costs to be incurred during production. Production will not proceed without an ICB. 4. Printing/delivery DUC and Graphic Services will require some or all of the following printing specifications in order to proceed with printing:

• overall quantity required
• final approval/sign-off authority
• quantity per box, quantity of boxes per skid
• delivery location

1. Creative brief As follow-up to the initial production meeting, DUC staff will prepare a creative brief for all major projects (e.g. viewbooks and booklets). This document summarizes the goals and objectives of the project and is the working guide that includes:

• a project summary including the goals and measurable objectives
• audience profile
• a description of the publication
• a SWOT (strengths, weaknesses, opportunities, threats) analysis of the project
• themes
• a features/benefits/outcomes analysis

2. Production schedule A production schedule for major publications will be sent to the Client (and/or primary contact) along with a copy of the Creative Brief/Publications Plan from the first meeting. [slideme title="Step Three" 1. Publications Plan sign-off The Client (and/or primary contact) will be required to sign off on the Publications Plan (which the includes the creative brief and the production schedule) before production can begin. Note: if any of the deadline dates in the production schedule are missed, production will be rescheduled as soon as possible and delivery dates will be adjusted. DUC will notify the Client (and/or primary contact) who will then be required to sign-off on the new schedule.

1. Prelminary mock-up For major projects (new or recurring), a preliminary mock-up of the design may be prepared. Major projects include viewbooks, booklets, and some brochures. A mock-up may be required if there is considerable redesign being proposed or a publication is being designed for the first time. 2. Initial printing quote Once the initial specifications of the requested publication are known, DUC can request a preliminary printing cost estimate for the Client at this stage of production, if required. A second, more final, cost estimate can be requested for major projects at the final proof stage, before printing. Working with the Manager of Graphic Services, the Graphic Designer will discuss the technical information related to the project and will submit the electronic file for production.

1. Copy preparation First draft – the designated writer will prepare a first draft of the copy, based on the approved outline. DUC will proofread the first draft prior to giving it to the Client (and/or primary contact). The Client (and/or primary contact) will review the copy, provide feedback and suggested revisions, and return it to the Recruitment Communications Officer (RCO) and the Project Co-ordinator (according to the production schedule).Second draft – the designated writer will prepare a second draft of the copy for the Client’s (and/or primary contact’s) review. DUC will proofread the second draft prior to returning it to the Client (and/or primary contact). The Client (and/or primary contact) will review the copy, provide feedback and suggested revisions, and return it to the writer and the Project Co-ordinator (according to the schedule). Final draft – the designated writer will prepare the third and final draft of the copy for the Client’s (and/or primary contact’s) review and signed approval. DUC will proofread the final draft prior to returning it to the Client (and/or primary contact). The Client (and/or primary contact) will return the final signed-off copy to the writer and the Project Co-ordinator (according to the schedule). Note: the Graphic Designer will not proceed with design or layout until the final copy has been received by DUC. Further editing may occur during layout due to space considerations. Revisions – if any copy revisions are made after this stage, production will be rescheduled and the delivery date will be adjusted. Minor changes, such as correcting typographical errors, inserting a word, etc. may be made at this stage of production. Major changes, such as inserting or deleting large blocks of copy or rearranging text will require a major reworking of the copy. 2. Signed approval

1. Design Mock-ups – the final copy will be submitted to a Graphic Designer who will prepare mock-ups of the design (if it is a new publication).Concept approval – the colour laser mock-ups will be presented to the Client (and/or primary contact) by the DUC team (that will include the Project Co-ordinator, the RCO , the Graphic Designer, and other DUC staff as required) for feedback. The Client (and/or primary contact) will return the mock-ups, with suggested revisions, in a meeting with the Graphic Designer and the Project Co-ordinator. 2. Photography Any photographs or graphic elements not in stock and needed for the design of the publication as agreed upon by the Client (and/or primary contact) will be ordered at this stage of production.

1. Proofreading First colour laser proof of design – the Graphic Designer will prepare the first design layout and a colour laser proof or a PDF file proof will be presented to the Client (and/or primary contact) for review. Initial proofreading will be done by the DUC team and a designated proofreader from the Client’s department. The DUC team will include:

• the RCO
• the Project Co-ordinator
• Creative Supervisor
• the Graphic Designer

University Communications is responsible for checking that spelling and grammar are in accordance with the University Writing Style Guide; also, DUC is responsible for ensuring that the Graphic Designer and the Client have signed off before approving the document. The first proof, with the Client’s revisions and/or minor changes, will be returned for revisions in a meeting with the Graphic Designer and the Project Co-ordinator. Second colour laser proof of design – the Graphic Designer will prepare a second colour laser proof or a PDF file proof to be submitted to the Client (and/or primary contact) for final minor changes. DUC will proofread the proof prior to returning it to the Client. DUC is responsible for checking that spelling and grammar are in accordance with the University Writing Style Guide; also, DUC is responsible for ensuring that the Graphic Designer has signed off before approving the document. The proof will then be submitted to the Project Co-ordinator for final technical editing. The Client will return the second colour proof, with suggested revisions, in a meeting with the Graphic Designer and the Project Co-ordinator. Note: Minor changes, such as correcting typographical errors, inserting a word, etc. may be made at this stage of production. Major changes, such as inserting or deleting large blocks of copy or rearranging text or photograph/graphics placement, will require a major redesign of the publication, will be considered author’s alterations, and will be charged to the Client. If accurate cost estimates for the printing of the publication are required, they may be requested at this stage of production. The Graphic Designer will request printing quotes from several print houses, through the Manager of Graphic Services, at this stage of production. The Client will review and give signed approval of the quote before the publication proceeds to the printing stage. 2. Final colour laser proof and sign-off The Graphic Designer will prepare the final colour laser proof or a PDF file proof, complete with DUC’s blue final sign-off stamp, to be presented to the Client for final approval. DUC will proofread the final proof prior to giving it to the Client for sign-off. DUC is responsible for checking that spelling and grammar are in accordance with the University Writing Style Guide; also, DUC is responsible for ensuring that the Graphic Designer has signed off before approving the document. The final proof should have three DUC signatures: that of the Graphic Designer, the Project Co-ordinator, and the Creative Supervisor, as well as the signature/approval of the Client. University Communications and Graphic Services will not be held financially responsible for errors or omissions not marked at this stage of production; they are the responsibility of the Client. Working with the Manager of Graphic Services, the Graphic Designer will discuss the technical information related to the project and will submit the electronic file for production. Additional colour laser proofs will be charged to the Client (see note below). Note: Any changes/additions to the design after this stage of production (final proof) will be considered author’s alterations and will be charged to the Client. Author’s alterations/extra laser proof charges To be determined.

Printing Colour proof (if required or necessary) – the chosen Printer will submit a colour proof of the publication for approval by DUC and Graphic Services. The Manager of Graphic Services will give signed approval of the Printer’s colour proofs, when appropriate.Blueprints – the chosen Printer will submit blueprints of the publication for signed approval. The Manager of Graphic Services, the Graphic Designer, the Creative Supervisor, and the Project Co-ordinator will review the blueprints. The Client (and/or primary contact) will give signed approval of the blueprints, when appropriate. Signed approval, printing, delivery – once final approval has been received, the blueprints will be returned to Graphic Services to proceed with final printing. Graphic Services is responsible for delivery of the final product to the Client (and/or primary contact) as per the instructions on the internal chargeback form (ICB).

1. PDFs for Web posting Where applicable, the Graphic Designer will create a PDF of the document for posting to the appropriate Web site. The PDF will then be emailed to the Client (and/or primary contact).

1. Customer satisfaction survey Where appropriate, DUC will follow-up on particular projects with a customer satisfaction survey. The purpose of the survey will be to solicit feedback from the Client as to the quality of the final product, the timeliness of delivery, accuracy of information, courtesy and professionalism, and usefulness of the services provided.If the Client has questions concerning the production of their publication, at any of the stages of production outlined above, they should contact the Creative Supervisor.