Filling out the communications form

Download the communications order form pdf from the menu on the right and print it out. Scroll down to see an explanation of questions asked on the form.

Date requested:

This should correspond with the deadline you were given to turn in the form and all materials to the Communications Office

Delivery date:

This date will have already been agreed upon between you and the Communications Office. It refers to the day the printed piece is delivered to the college and, if mailing, to the post office. It does not refer to the date you expect it to be delivered to individuals on your mail list.

Project name:

This is the name of what is being printed. For example the event may be the Jane Doe exhibition, but the project is the Jane Doe exhibition postcard.

Project manager/department head:

This is the person who makes the final decisions about the print job, who will sign-off on the proof, and who is ultimately responsible for the piece.

Budget account number:

Unless you are simply running off black-and-white copies on a copier in the mail room, you must include your budget account number for billing.

Maximum budget amount:

If you are printing a piece you have printed before and you don’t plan on changing the basic design (e.g. number of colors, size, folds) the quantity, or delivery, find out how much you paid for it previously and then add five to seven percent to allow for changes in printing cost. Please keep in mind printing prices, like all services and goods, increase and budget accordingly. If you are not sure what to budget fill out a quote request form (choose “getting a price quote” from menu on right). Make sure you ask for a price quote several weeks before your communications form and materials are due.

Request description:

Choose either new job, reprint, or reprint with changes.

• New job refers either to a job we have never printed before or a complete redesign (including copy and size) of a job we have done before.
• Reprint means we are reprinting a job we have done before and that no changes will be made.
• Reprint with changes (the most common print job) means we are printing something we have printed before but making changes to it. For example, the continuing education catalogue is printed three times a year. Each time it is printed there are substantial text and image changes to reflect different courses, a different schedule, and dates, but the overall layout and design remain the same. It is a reprint with changes (for more information, choose reprinting existing documents from the menu on the right).

Creative request:

Choose either design and print coordination, typesetting and printing only, design only, typesetting only, or print coordination only.

• Design and print coordination: We will design your printed piece using the copy and images you provide, work with printers to get bids on the job to ensure you get the best price, do all pre-press work for the design (so you don’t pay a printer for that service), and work with printer to ensure the piece is printed as planned and on deadline.
• Typesetting and print only: This refers to instances where you provide the card stock and we typeset the copy and take it to the printer. You are responsible for providing appropriate amount of card stock at the same time you turn in the Communications Form and copy. When counting out the card stock allow 5% extra for printer error.
• Design only: If you are coordinating printing yourself but still require the Communications Office to do the design work.
• Typesetting only: For forms or similar items that only need typeset and use the CCAD logo and are being copied in-house.
• Print coordination only: Choose this if you have contracted a designer (outside of the Communications Office) to do all the design work but need the Communications Office to handle the pre-press production and printing. Even though we will not need to allow time for design, we will still schedule time for pre-press production. Also, any item designed outside of the Communications Office that bears the college’s logo will still need to be edited and approved by the director of communications.

Project description:

Choose the type of print job you need, or if what you need is not listed, choose “other” and explain.

Project size:

This refers to the actual dimensions of the piece, e.g., an 11” x 17” poster. If this is a reprint and you don’t know the size then you can leave this blank. If you have other questions concerning the size of the print job e-mail the Communications Office for a consultation.

Number of colors:

Choose between one-color process (black), two-color process, four-color process. Four-color process is the most expensive.

Images:

Check the box that corresponds to the format that your images are in. Generally it is expected that you will be providing the images. If you want the Communications Office to have a photographer shoot images for your piece, this should be mentioned when you are adding your job to the production schedule so that extra time can be allotted for your job. The Communications Office can no longer accept anything on a zip disk.

Sponsors:

Indicate if sponsors must be recognized on your print piece and whether it must be a logo or text.

Copy:

Finalized copy must be in Word and can be e-mailed or delivered on a disk via campus mail to the Communications Office at the previously set deadline. Copy should be basically unformatted in Word. If you have special design requests, such as having a block of text emphasized, make a note of that but do not do the formatting (for more information choose "text submission guidelines from the menu on the right).

Delivery specifications:

If your print piece must be mailed we will need additional information.

Mailing date:

This will generally be the same as the delivery date, however, sometimes you will want something delivered to the college earlier or later than you want it dropped in the mail. This is the place to denote a different mailing date from the delivery date.

Mail quantity:

This is the amount that you want mailed (generally less than the full quantity).

Fulfillment:

If you are mailing more than 200 pieces you will need to pay for the print house to do fulfillment so that the items can be mailed bulk, which saves money on postage. Fulfillment can include any or all of the following: inkjetting addresses, merging/purging addresses from different databases, adding zip plus four, wafer sealing, sorting, delivering to post office, folding, inserting into envelopes, inserting envelopes into self-mailers, etc.

Mail lists must be turned in when the print piece is ready to go to the printer. Please consult with the person pulling your mail list to ensure that the proper instructions are included for issues such as purging duplicates.

You will also need to choose the way in which you want your items sent. Standard presort/bulk is the most cost effective. Please read the postage & mailing tutorial (on the right-side menu) for details on methods of shipping.

Number printed with indicia & number printed without indicia:

Indicia is the stamp-like imprint that indicates that postage has been paid on the piece for a specific mailing. The printed material with indicia is delivered by the print house to the post office. CCAD cannot mail pieces with indicia from the mail room. Most people choose to have their extra pieces printed without indicia so that there is no confusion. So, generally the amount with indicia is the same as your mail quantity.

Extras delivered to:

Generally the project manager.

Special instructions:

Any additional information that is needed e.g., if you need your extras delivered someplace other than the project manager.

Please note: The following areas on the communications form are for office use only:

• Job #
• Designer
• Vendor