ADMINISTRATIVE RULE NO: A201

RELATED TO POLICY SERIES NO: 2040

TITLE: COLLEGE PUBLICATIONS

Any printed materials that go to the public from Linn-Benton Community College help create an image for the college. A coordinated family of LBCC publications can be an important tool in our marketing program.

The Marketing and Publications Office and Printing Services work together to help college program staff produce quality printed materials at a reasonable price. To keep track of the messages going to the public and to ensure all LBCC publications enhance the college's marketing effort, all materials printed for external distribution, (i.e., all except materials used in classrooms or offices) must be approved by the Marketing and Publications Office before art work is done.

The Marketing and Publications Office (MAP) works with users to plan and produce publications as camera-ready or electronic files for printing.

Publications fall into several categories:

1. "Official" College Publications include the catalog, program guides, class schedules and any materials used for general student or public information. It is the responsibility of MAP to coordinate publication of these documents with other appropriate college offices.

2. "Official" College Materials, including business cards, letterhead, and envelopes are the responsibility of Printing Services.

3. Program-Specific Publications include materials for the Foundation or division events and programs, term promotions, special projects, and commercial advertisements. The responsibility of the coordination lies with the individual department or program needing the materials.

All printed materials must contain:

1. Date
2. LBCC logo (contact MAP for guidelines)
3. Affirmative action statement, when appropriate
4. Disability statement, when appropriate
5. Social Security Number statement, when appropriate

Priorities for Printing Services and MAP time:

1. Instructional materials (generally produced by the department or Media Services)
2. Official publications
3. Other publications on a first-come, first-served basis.
4. When Printing Services reaches capacity and there are conflicts for priority, these conflicts are settled by the Supervisor of Printing Services.
5. If time is of the essence and Printing Services cannot meet your needs, they will advise you of outside shops where you can get the work done.

Writing copy is usually the responsibility of the person requesting the publication. MAP will work with you to edit, polish, and complete the material.

PLAN PRINTED MATERIALS AT THE SAME TIME YOU PLAN YOUR YEAR'S PROGRAM ACTIVITIES. Here are some "how-to's" to make planning publications fast and simple. Everyone connected with LBCC who wants to get materials printed for external use should follow these guidelines. (Publication request forms are available by contacting MAP.)

External Publications Checklist:

1. You think you need a publication...

2. Ask yourself:
Who is the audience?
What is the purpose?
What do I want to tell them?
What is my budget?
When do I need it?

3. Take that information to MAP. Fill out the Publications Request form with MAP and talk about the purpose of the publication, answering the questions above.

4. Talk to Printing Services. Take the Printing Request Form with you along with a clear idea of what you want. Printing staff will go over your information with you and give you an estimate of the time and cost to do your project.

5. Give your final copy to the Marketing and Publications Office.

6. Material is returned to you for final proofing and corrections. Sign the proof stamp if it is ready for printing.

7. If corrections are made, sign the new proof to okay it for printing.

8. MAP or the user delivers the job to the printer.

9. Finished materials are delivered to you.

10. The job is billed to your department.

If you have questions about publications preparation, contact the Marketing and Publications Office. For publications production information, contact Printing Services.

DATE OF APPROVAL: 8/13/84

DATE OF REVISION: 11/4/97