Design & Services
PREPARE A MANUSCRIPT
Software
We accept Macintosh or PC files and recommend word-processing programs such
as Microsoft Word. We are not equipped to output files created
in page layout
programs other than Quark XPress for Mac.
Copy preparation
Keep your audience in mind. For example, teenage prospective students may not
readily respond to professional or bureaucratic terms and phrases. Provide
the copy the way you want it to be produced. For example, use abbreviations
only if you want them to appear that
way in the final printed piece. We
recommend you refer to the Editorial Style Guide, section 2 of "Our Voice,
Our Image" for any questions regarding editorial style.
Your file will be converted from your PC platform to our Macintosh platform, so the following becomes very important:
- Provide a two-inch margin on at least one side so we can make notes on the hard copy about formatting.
- Use a hard return only at at the end of a paragraph. When we set the type the copy will reflow and hard returns cause gaps in the line of type that have to be removed.
- Use upper and lower case. We can format for upper case with a style sheet, but changing all uppercase to upper and lower case require retyping (and more proofreading).
- Use just one space between sentences.
- Use tab settings, not the space bar or multiple default
tab keystrokes to align text for columns.
Extra spaces and tab strokes interfere with copy layout, and are time consuming to remove. - Put messages for the designer in square brackets on the line above the text it refers to eg [photo D here], [front cover], [caption for photo C], or [highlight this copy]
- To indent paragraphs use first line indent rather than tabs.
- Identify file name at top of manuscript.
- On your disk please submit only the files to be used.
If preparing inserts for corrections to a previously printed publication or proof, please code the text. For example, "6A" and "6B" would be two inserts for page 6. Be sure to mark the sample or proof "6A" and "6B" where the copy is supposed to be inserted.
What to include
Please include everything. We do not want to make any assumptions about your
content, and adding "forgotten"
information in the proof stages can necessitate reformatting or redesigning your
piece.
Name of the university
State University of New York at New Paltz
SUNY New Paltz
Title
who/what/where/when/how
Affirmative action statement
[See Compliance Statements - Appendix C]
Return address:
Department name/account number
State University of New York at New Paltz
1 Hawk Drive
New Paltz, NY 12561-_ _ _ _
Reply address:
Attention line
Department name
State University of New York at New Paltz
1 Hawk Drive
New Paltz, NY 12561-_ _ _ _
Refer to the Mail Services Guide for the various suites and zip + 4 designations, available online at: www.newpaltz.edu/mailservices (See also the "Mailing Formats" section of this guide.)
Standard (bulk) mail indicia:
Nonprofit Organization
U.S. Postage
PAID
Newburgh, NY
Permit No. 6127
Standard (bulk) mail mailer endorsement:
[See "mailing formats" in this guide for details.]
-
Address Service Requested
- Forwarding Service Requested
- Return Service Requested
- Change Service Requested
- (no endorsement)
Credits
Photography by . . .; Principal photography by . . .; Photograph on page X by . . .
Sponsored by . . .
Contact information:
for admission information contact . . .
for program information contact . . .
name/department/address
phone
fax
e-mail
www.newpaltz.edu (please see the Web style guide for proper Web addressing)
Issue:
date (normally on front cover or title page)
version no. (normally a date in small type on the back or last page ¡© month
and year, e.g. 04/01)
form no. (issued by Publications, always in 7 point italic type in the lower right hand corner of a form)
volume and no. (for magazines and newsletters)
line art/photos/charts or graphs/logos:
Identify all images clearly, writing on the back of photos or other hard copy where possible.
Post-its can fall off, and should be used only if it is not possible to write or tape information
to the back of the image.
Do not use paper clips on photographs. Submit photos in an envelope clearly marked with the project name and department name. Clips will leave an indentation and/or scratch the image, which will show when it is printed.
If the image needs to appear in a particular place in your document please note that in the manuscript. For example, Put in brackets [photo D here with caption] in the manuscript, "D - Mr. Jones" on the image, and [caption for D] by the caption.
If you are submitting digital images, submit them as tiff files, 300 dpi, and scaled at the final size needed.
Refer to the Image Guide for regulations outlining use of the SUNY New Paltz logo and development and use of any other university related logos.
[See Manuscript Checklist - Appendix E]
EDIT
Take a deep breath, and take the time to review your manuscript before it is submitted for publication. Start with spell check, but don't rely on it. It cannot check context (e.g. there/their, or a/an). Be sure everyone who needs to have input does so before submitting your order. Changing copy after the layout is set can necessitate redesign and take time. A content error that's not discovered until the job is printed can cause embarrassment and be costly - in money, time, and image.
[See the Editorial Style Guide for details]
GET APPROVALS
Undergraduate recruitment
The co-signature of the Assistant VP for Enrollment is required on the Design/Graphics
Work Request form for any project intended for recruitment of undergraduate students.
Graduate recruitment
The co-signature of the Assistant VP for Enrollment is required on the Design/Graphics
Work Request form for any project intended for recruitment of graduate students.
Fund raising
The co-signature of the Director of Major Gifts in the Division of Advancement is required
for any project involving fund raising.
SUBMIT A DESIGN/GRAPHICS WORK REQUEST
You should include:
- The Design/Graphics Work Request form with signed approvals
where appropriate.
- electronic file sent to the Design Office.
- hard copy with numbered pages and electronic file name at top of first page. - Your manuscript - complete, edited and reviewed by all parties
- A marked sample if this is a revised piece from a previous job. Please use proofreaders marks (available from the Design Office, and published in the back of our blue proof slips) and submit it with the Work Request form [See APPENDIX F – Proofreaders Marks *]
- Photos
No work will be initiated without the request form and complete, approved copy, including all images.
We request one contact person per project. This helps keep communication between us as clear as possible.
Submit requests to Publications, HAB 511. [See checklist in APPENDIX E*, and sample forms in APPENDIX G*]
