Approval and Release

Prepare to go to print

You’ve gone through several rounds of proofs and you think you are ready to go to print. Here are some things that should be done before you can go to print:

  • Get final approval from your client in writing. This can be on the proof routing slip or via email. If you receive an emailed approval, make copies and attach to the routing slip. Keep another copy for your files.
  • Review your piece against all the materials in your job bag or project file. Make sure every question raised throughout the process has been answered, that every change has been made, and that you haven’t forgotten any details to be included in your project.
  • Look at the piece and make sure the University identity is displayed correctly, and that “Rutgers, The State University of New Jersey” appears somewhere on the item.
  • If the document could be considered a recruitment piece, make sure the appropriate nondiscrimination policy is incorporated. There are two statements: (1) nondiscrimination policy for faculty and staff and (2) nondiscrimination policy for students.
  • Have someone conduct a final read. This must be done by an editorial staff member or proofreader who has never seen your document before.
  • If minor changes result from the final read, make them and have someone check the changes for you before allowing the designer to release the files.
  • If major changes are needed, make them and have another person do another final read for you. If significant enough, you may need to send another proof to your client. Notify the production manager if this will change your schedule.
  • Check off the “prepare file for final release to printer” box on the proof routing slip. Discuss the timing on releasing the files to the printer with your designer.
  • While the designer is finalizing the files, review your print estimate information to make sure you have selected the correct quantities and sizes to be printed. Confirm quantity and delivery location(s) with your client. Then send an email to Pam Blumenson, the print production coordinator, to let her know the job will soon release, and to confirm the quantity and delivery instructions.

Routing the printer’s proof

When you release your files, find out the production schedule from Pam Blumenson. She will tell you when to expect a printer’s proof and when the job is going on press. You’ll want to let your client know when the proof is coming in so that he/she has time to look it over and make final changes or approve it.

Pam Blumenson will route the proof using the printer proofs routing slip to make sure the production manager, designer, proofreader, and you see and approve the job. Coordinate the timing with her so that you have time to do all this and take the proof to your client for review.

Changes

While we always want to avoid changes after a job has been released to the printer, sometimes changes are unavoidable. If the designer or proofreader finds things that should be changed, Pam will discuss them with you before going back to the print vendor. Sometimes you will have the designer make the change and resend to the printer. Sometimes the change is minimal enough that the printer can do it. Be sure that you have enough money in your budget to cover the cost of any changes made on press. After changes are made, you’ll need to see another proof and approve it.

Approval

Once the printer’s proof is approved, the job will go to print. You can send a note to the client to let them know when to expect delivery.