Design Process Overview

Although the number of steps can vary depending on the job, you can expect consultation and collaboration each step of the way.

1. Gather materials

   • Have all text and images for your project vetted by all necessary parties in your department. We will be unable to commit to a delivery date for projects that are submitted without complete content.

   • Provide your content in a single, unformatted (other than bold and italic text), spell-checked Word document. If text needs to be placed in a specific location in the designed piece, note that within the Word document.

   • Images should be at least 300 dpi and cleared for use by artist and model. If you don’t have images, we will select options from our resources.

2. Project request

   • Submit your request

3. Project contact

   • After your project is received, one of our designers will contact you to discuss your project. This designer will be your contact throughout.

4. Copyediting

   • Text will be edited for grammar, accuracy, and university style. You, as the client, are responsible for accuracy of content (e.g., event dates and location, phone numbers, spelling of names, statistical data, program information); University Communications is responsible for accuracy of syntax (e.g., grammar, spelling, consistency).

   • We provide two editorial reviews for major projects, and one editorial review for midsize projects. Additional reviews may result in revised completion deadlines. See the difference between major and midsize projects here.

   • After the edited copy has been approved, we recommend that no further stylistic or content changes be made to keep the project on schedule.

5. Graphic design

   • The design phase encompasses the creative work necessary to make your project a success. This stage might include activities such as concept development, image research and asset gathering, paper selection, photo shoots, and cost estimates, based on the specific needs of your project.

   • We ensure your pieces follow appropriate University of Oregon policies and branding requirements and carry the university’s equal opportunity and affirmative action statement.

   • Two client proof revisions and one final design proof are provided for in the timeline estimate. Additional reviews may result in revised completion deadlines.

   • At each proofing stage, please gather input from your stakeholders and submit combined feedback all at once in an annotated PDF, addressing anything that is unclear or contradictory before it’s returned to University Communications. Typical project timelines allow two business days for client review; taking longer to provide feedback may result in your project being delayed.

   • Significant stylistic or content changes to the text at this stage will require content going back to the copyediting phase and will likely result in a delayed delivery date.

6. Final design approval

   • The designer will provide you with a final PDF proof and ask for your approval in writing. The only changes at this stage should be for accuracy (e.g., spelling and grammar). This will be your sign-off for the project. Once you approve the final proof, we will send you a file for digital purposes or send the file to press. We cannot be held responsible, nor will be held liable, for any errors contained in the delivered product. This is why it is very important for you to take time to review the final PDF proof thoroughly.

7. Printed projects

   • Though Printing Services is not a part of University Communications, our service includes having the designer communicate with the press on your behalf. The designer can provide a print delivery date after consulting with the press. Time at press varies widely depending on the print quantity and project complexity. Allow a minimum of five working days for simple pieces. Your printing fee will include no more than 10 additional printed pieces to be held in our office. These samples are reviewed by the design team and leadership, then archived with our job records. If your project is being printed or fabricated by an external vendor, we will provide the necessary files directly to that vendor.

   • Our designer will review the printer’s proof for any technical issues. You will then be asked to review and sign the printer’s proof either in our office or at Printing Services depending on your preference. Your signature on the printer’s proof gives Printing Services the authority to charge your index (please note the above-mentioned samples will be included in this fee). Your signature also indicates you have verified and agreed that the proof is correct and ready to be printed.

   • If you plan to mail your printed material, information about mailing services is available here. It is your responsibility to place a distribution order ticket directly with Printing Services.

   • Marketing Communications does not supervise, nor manage, the printing of any project designed outside of our office.

   • Brand Management and Trademark Licensing manages a list of all university-approved vendors for apparel and promotional products. Brand Management and Trademark Licensing also has final approval authority for all apparel and merchandise artwork. After you select your vendor from their approved list, you will provide our designer with your chosen vendor’s file requirement. The designer will provide you, or your vendor, artwork in the file format specified by the vendor.

8. Deliverables

   • You will receive printed materials and/or work suitable for digital usage depending on the original request. University Communications maintains the source files. Native files are archived and maintained on our servers for future use. We do not provide packaged InDesign files, licensed fonts, stock photography, or other images as deliverables.

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