Special Kinds of Print Projects

Some jobs follow a slightly different set of rules than a standard print project. Learn more about some of the types of projects listed below.

Revised Reprints

A revised reprint needs fewer steps than a new print project. Here are a few guidelines to follow:

  • Discuss any updates or changes with client.
  • Review the previous job file in Filemaker Pro, and use the job files and financial folders to review any important details about the last time the project was completed.
  • Review the piece to see if there’s outdated information that will need to be updated.
  • Check with photo archivist and designer to see if additional photo/illustration rights need to purchased, or if images will need to be replaced.
  • Open a job in Filemaker Pro.
  • Initiate an estimate and create production schedule.
  • Get a proofreader to do a detailed read and fact-checking of the piece before going to the designer.
  • Route proofs.
  • Print your job.
  • Close your job.

Print Ads

Requests for print ads often will come to us from Strategic Communications (SC). If it is an ad for a magazine or journal, SC will secure the insertion order and provide us with the vendor information and specs. Sometimes a client will contact you directly to create an ad. Below are some steps to help you in either case.

1) Getting started
Once a project requesting an advertisement is assigned by your supervisor, confirm the following specifications with the client:

  • Size of the ad
  • Color: Four-color or black and white
  • Date or dates client would like ad to run
  • The text of the ad
  • Whether a graphic is desired in the ad
  • When ad comp is needed, if for example a quick turnaround is needed due to management schedules
  • Confirm who is paying for the ad and any special directions. If the client isn't sure of cost and sizing, he or she should work directly with the newspaper to make a determination and get back to you. If is it not an internal UR client, you should tell him or her to reach out to Jessica DePaul in Strategic Communications to see if any special pricing is available through certain vendors based on other buys.
  • Open a job number  in Filemaker Pro

2)  Confirm the specifications and deadlines
After confirming the insertion date with the client, make sure to ask for the print specifications. These are detailed measurements and information about final file preparation that the designer needs to work on the ad. The client can obtain this information from the print vendor directly.

3) Get a designer assigned
Talk with John VanCleaf about assigning a designer.

4) Route comps
Ask design to create comps and route internally according to standard project management procedures. Be sure to check the size of the ad. Get the advertisement proofread before sending it a proof to the client for approval.

5) Get the proof approved
Obtain client approval on the design. See if you need to show other people across different departments before you finalize the ad.

6) Be sure client submits to ad review
Once approved, email the final PDF to the client and instruct him or her to submit to the ad review website for approval before sending to the vendor.

7) Get tear sheets, if possible
After the ad runs, see if you can get samples of the final ad to see how it looks. If it looks good, keep for your files. If it doesn't, let your supervisor know as soon as possible.

8) Pay the bill
If the client is paying the vendor directly, you don't need to do anything. If UR is paying for the advertisement, sign off on the ad with the job number and give to the front office. When you close the job, talk to your supervisor about how to handle the charges.