UAMS.EDU

Work Order Redux

Note: The text below is draft/sample copy that I copied/pasted from several resources. It will need further editing. I’m happy to share my thoughts/reasoning on any of it but ultimately, better positioning ourselves and allowing CS to collectively breathe is the goal. –Brent

Creative Services

The Creative Services area within the Office of Communications & Marketing has award-winning designers available to work with you on creating the most effective communications material to meet your objectives, budget, and schedule.

Below is a list of the types of materials we provide:

  • Advertisements
  • Annual Reports
  • Banners
  • Brochures
  • Direct Mail Campaigns
  • Email Communications
  • Event Marketing
  • Flyers
  • Magazines
  • Newsletters
  • Photography
  • Posters
  • Print Ads
  • Promotional Items
  • Scientific Posters
  • Video
  • Web/Social Media Graphics

How Do I Start a Design Job?

Time Frames & Planning Ahead

Please use the guide below to plan your project. Timelines listed do not include printing time.

Business Cards/Notecards/Postcards — 8 working days
Trifold Brochures/Event Programs (new design) — 10-15 working days
Multiple Page Brochure — 15-20 working days
Posters — 10-15 working days
Banners — 10-15 working days
Reprint (any) — 8 working days
Reprint w/Revisions — 10-15 working days
HTML Email Blasts — 10-15 working days
Web Images/Graphics — Three Weeks

Creative Services works with multiple commercial print vendors. Printing generally takes 5-10 business days from the date the project is sent to the vendor to delivery, depending on the project.

Rush Jobs

The communications office will do its best to accommodate rush jobs. However, be aware that we may not be able to accept rush jobs when doing so will compromise the schedule of ongoing time-sensitive projects.

Text & Proofreading

Creative Services does not provide proofreading/editing services. You are responsible for checking all of the text (spelling, phone numbers, websites, etc.) and ensuring that if follows UAMS Editorial Standards (hyperlink). This guide outlines such things as capitalization, names of offices and services, school names, building names, titles, etc.

The text should be submitted in a Word document that does not use all caps, extra tabs or extra spaces to visually format text. Use a single space after periods. When using data collected from administrative software, consult with the art director.

Please proofread the text, check the layout carefully, and see that everyone who has a voice in the project has given approval.

Proofing checklist:

  • Check spelling – pay special attention to headlines, subheads and photo captions.
  • Verify names, dates, facts and figures.
  • Check mail permit, label guide, return address and other mail components.
  • Confirm that editing from the previous proof is correct.
  • Sign and return the form to the communications office by the requested return date.

We will advise when the text is due upon receiving the job request. Submitting text after this date may affect the delivery date.

Purchase Orders & Charges

Communications & Marketing does not charge for customary creative services – consultation, editing, design, production, some photography or arranging for printing. However, we do charge a $25/hour fee for late submissions when contracted assistance is required, or for canceled jobs once we’ve begun design.

Complete submission of a job order should include the cost center, quantity and account number to be charged. We will not start the job without this information.

We will submit a purchase request for the printing and/or other costs. The appropriate budget manager will receive an e-mail requesting approval for the purchase order.

Projects will be sent to the printer after the PO has been approved. Failure to approve POs may significantly delay your project.

If the PO is denied, please contact Financial Affairs to make other arrangements for PO approval; we are unable to do this on your behalf. Partners are encouraged to take a maximum of three opportunities to review the project before it is sent to print.

Mail Services

If your publication will be mailed, indicate the type of mailing when your job is requested. The type of mailing may affect layout and printing. All mailed projects (bulk or otherwise) must be approved by UAMS Mail Services. Ensuring compliance with postal regulations is included in the client’s proofing process. Extra postage costs may be incurred if the design does not conform to postal regulations. Clients are responsible for all labeling and mailing after the publication has been delivered.

Printer

The communications office will select a printer for your project based on the specific needs of the project, pricing, and schedule. Changes made to a project after it has been finally approved and sent to the printer may result in additional cost and a delay in the schedule.

All completed publications will be delivered to the marketing communications office by the printer unless other arrangements are made. As soon as your project arrives, the marketing communications office will contact you. Please check your project immediately for any printing errors. If there is a problem, we will act as your liaison with the printer.

Our office keeps file samples from all jobs. (When alternative arrangements are made for delivery, send 10 copies to the communications office.) Publications with a quantity of 5,000 or more should be sent to your area.

How to Place an Order

Orders for graphics, printing, websites or multimedia – Please use the following form:

Note: Project completion times are based upon a) the nature of the request, and b) number of projects in the queue.

Shall we begin?