Publications, Advertising, and Web Page Policies and Procedures

About The Office of Publications and Marketing Communications

The Office of Publications and Marketing Communications manages and produces more than 600 printed and interactive web pieces annually for the university and its individual colleges and departments. These publications target various audiences including alumni, prospective students, current students, faculty, staff, and friends of the university.
Print and online publications projects include magazines, brochures, newsletters, flyers, posters, invitations, programs, advertising specialties, emails, website revisions and banners for special events. The publications office also manages the university’s advertising program by placing and designing print ads. The department also provides digital photographs for publicity and publications purposes and manages graphic identity including letterhead, signage, and logo usage. www.loyno.edu, the official university website, is designed and maintained by the Office of Publications and Marketing Communications.

Summary of Services

Loyola’s Office of Publications and Marketing Communications offers editing, digital photography, design, and print production management services to create the best print and online publications possible to meet specific needs. These services are supplied at no cost to colleges and departments. Departments pay for authorized out-of-house production services, printing, mailing, and postage.

Assistance in finalizing copy as provided
Brochure, Poster, Invitation (Collateral) design consultation
Production of ads and printed pieces
Printing consultation/price estimates/production management
Digital photography (for publicity and publications needs)
Media buying/placement of ads in publications, outdoor and broadcast mediums
University web page design
Departmental web page templates and consulting
HTML mail and flash design

The director works with deans and department heads to determine design, approve content, and advise on distribution for all recruitment, development, and official university publications and ads.

Our Staff of Professionals

Director of Publications and Marketing Communications: Terrell F. Fisher, ext. 5881
Editor of Loyola University New Orleans Magazine: Ray Willhoft, ext. 5859
Publications Coordinator: Theresa Ryan, ext. 5885
Art Director: Allee Parker, ext. 5886
Publications Manager: Mary Degnan, ext. 5884
Copy and Development Writer: Katie Woolm, ext. 5858
Web Designer: Jacee Brown, ext. 5767
University Photographer: Harold Baquet, ext. 2120
Sr. Web Programmer: John Bolles, ext. 7191
Asst. Web Programmer: Patrick Andy Forester, ext. 5766
Web Information Manager: Donna Goforth, ext. 2013
Web Content Editor: Crystal Bolner, ext. 5646
Administrative Coordinator: Stephanie Soublet, ext. 5757

Official University Publications and Advertising Policies

The Office of Publications and Marketing Communications (OPMC) is responsible for maintaining a consistent editorial and graphic identity in all official Loyola publications, advertising, signage, website, and other public visual and written communications. This identity upholds the image of the university as expressed in The Mission, Values, and Goals of Loyola University New Orleans (Statement of Educational Purpose, Goals of Loyola, and Loyola Character and Commitment Statement).

All publications, marketing copy, and media advertising, initiated and required by divisions and departments of Loyola University New Orleans, shall be approved by or produced by the OPMC.
The official university website as well as HTML mail/newsletters and flash are essentially online publications and must also adhere to the university graphic identity and policies.
The OPMC will work with Loyola personnel to determine design, approve content, and advise on distribution of all official university marketing communications.
President’s office, Admissions, and Development publications have scheduling priority over all other university projects.
All major official university publications must include Loyola’s policy on nondiscrimination:

Loyola University New Orleans has fully supported and fostered in its educational programs, admissions, employment practices, and activities it operates the policy of not discriminating on the basis of age, color, disability, national origin, race, religion, sex/gender, or sexual orientation. This policy is in compliance with all applicable federal regulations and guidelines.

All publications produced at the university must conform to the appropriate policies and regulations of the university and the U.S. Copyright Code.
The OPMC is responsible for maintaining a consistent editorial and graphic identity in all official Loyola publications and marketing pieces.
Official use of the university logo and seal must be approved by the OPMC, contact Allee Parker at aanderso@loyno.edu or x5886. Digital logos and seals are available through the publications office and online at www.loyno.edu/logos for approved usage.

A Consistent Image for Loyola ─ Our Logo

A unified approach to graphics fosters better communication through utilization of a strong, consistent institutional identity system which provides strength and cohesiveness to support the image of the university to both internal and external audiences. Our current logo, in several configurations, was designed in 1995.
The logo establishes an identity system that creates a stronger graphic image for Loyola to make print materials more readily identifiable at a glance. Letterhead, envelopes, and business cards are printed on recycled stock to make a positive environmental statement. The "recycle" logo, along with the official university seal, is watermarked in the letterhead.

The success of any identity program depends on the cooperation of all members of the university community. Adherence to a few simple rules will result in improved communications.

Loyola University New Orleans Name and Logo Requirements

On first reference, utilize the formal name “Loyola University New Orleans." In subsequent references, the name may be shortened to "Loyola University" or "Loyola."
Do keep the name of the university prominent.
Do utilize the name of the college, division, or department separately from the logo.
Do utilize the logo, in one of its forms shown at right, on all publications. Camera-ready logo slicks and graphic versions of the logo on disk or transmitted via e-mail are available from the OPMC. These logos can also be downloaded from our website at www.loyno.edu/logos
Business Cards/Letterhead: Order official Loyola University New Orleans letterhead, envelopes, and business cards only through the Twomey Print Shop at x2507. Price lists are available from this official source. Please use only the official letterhead, envelopes, memos and fax sheets, and business cards for all correspondence.
Individual logos for colleges and departments are not allowed, except for athletics. Some centers and institutes utilize identifying graphic elements. These are special exceptions and are strongly discouraged.
The Marquette graphic is not the official Loyola logo when displayed without the accompanying logo type. It is sometimes used as a design element.

Official Logo

The logo may be used in the following formats.

h_logo

The horizontal format is preferred (as above).

Download: Large PhotoShop File | Medium PhotoShop File (Same size as above) | EPS File

txt_logo

The logotype without the graphic is acceptable on publications where space is a problem or other graphic elements and photos make the page appear "too busy."

v_logo

Download: PhotoShop File | EPS File

The logo should be used stacked only on vertical formats; otherwise the horizontal logo is preferred.

Camera-ready Logos

Logos for print reproduction can be downloaded from the website in EPS and JPEG formats. Go to www.loyno.edu/logos. They are also available via e-mail, disk, or camera-ready from Mary Degnan, publications manager, degnan@loyno.edu; Allee Parker, art director, aanderso@loyno.edu; or Theresa Ryan, publications coordinator, tmryan@loyno.edu.

Official Wolfpack Logo

The Wolfpack logo was designed for the departments of intercollegiate athletics and recreational sports. It is available in this and five other configurations on the web page at www.loyno.edu/logos

Official University Seal
The official university seal should be used only on more formal and official documents. It should be used alone and not immediately adjacent to the university logo.

The seal, which was adopted by the university in 1929, reveals the coat of arms of the house of Loyola with the emblem of the Society of Jesus at the top. Above the figures of the wolves appear the fleur-de-lis, which represent the French origin of our city and state. Beneath it is a pelican feeding its young with her own blood; this depicts Loyola as an institution of the state of Louisiana.

The seal is watermarked on the official university letterhead and is printed on the inside of the matching envelopes.

The seal is sometimes screened as a graphic element in select designs.

Official Seal Colors

The seal is most often reproduced in one color, either black, gold, or maroon. When printed in color, the field of the shield is blue. The emblem of the Society of Jesus, the chain connecting it to the pot, and the pot itself are all in gold. Wolves are gray. The fleur de lis are white. The field surrounding the shield is green. The field of “Deo,” etc., is blue with gold letters. The outer field is maroon with gold letters.
All departments are responsible for and must adhere to U.S. and international copyright laws (including guidelines for fair use); comply with local, state, and federal laws; and comply with university web page policies and all other university policies. The OPMC is not responsible for monitoring copy for violation of copyright and trademark laws.
Loyola University New Orleans official colors are maroon (PMS 202) and gold (PMS 130—yellow gold, PMS 873—metallic gold). Maroon is the preferred color for all official Loyola publications.

University Print and Online Publication Examples

Undergraduate and Graduate Bulletins
Summer Session Catalogs
Campus Directory ─ faculty, staff, and students
Miscellaneous flyers and brochures promoting events and lectures
Miscellaneous brochures for international business, internships, and other programs
Montage season brochure
Alumni Newsletters
Loyola University New Orleans Magazine and Loyola Lawyer—alumni magazines
Loyola map and facts brochures
Annual fund brochures, postcards, and support materials
Alumni/event invitations and programs
Commencement invitations and programs
Law Bulletin
New student orientation T-shirts, Mardi Gras beads, mailers, and brochures
Student Handbook
Official E-mails/Web Communications
Website Design and Promotions

WHERE DO WE START? WHOM DO WE CONTACT? WHAT DO WE NEED?

Procedures for Requesting Publications and Online Projects

The best time to contact us about a print or electronic publication or print advertisement is as soon as you’ve decided that you need one, regardless of how far in the future. Planning early allows us to work your project into our production schedule.

If it is a new project, feel free to call or e-mail the director of publications and marketing communications to discuss your needs and establish a production schedule.

What You Need to Start:

1. The purpose of your project. A successful project should always have a specific marketing purpose or goal.
2. What is the publication’s or advertisement’s desired effect? What is the single message with which you want the reader to come away? What action do you want the reader to take?
3. What specific facts must be included?
4. The exact, formal name of your department, an address, and especially a phone number and contact person to call for more information.
5. If your piece is promoting an event, include date, time, place, and RSVP information. Also, it is important to provide complete and accurate spellings of names, etc.
6. Should the project to be coordinated with other pieces (enclosures, business return envelopes, reply cards, etc.)?
7. Who needs to know about your project? Have you consulted other individuals or departments involved in or affected by the project? Does your director, vice president, or dean know about the project? Does Public Affairs need to know? Internal communication is important to the success of the project.

How to Request a Project:

For print, media buying, and advertising, begin by completing an online Publications Request form found at the Quick Links drop down menu on the Loyola Home page. http://www.loyno.edu/ia/publications/requestform.php, or a Web request form at: http://loyno.edu/webteam/requestform.php for web projects.

Please use the following checklist as your guide to completing a Publications Request form:

Delivery/Mail Date/Deadline: When do you need your publication or advertisement?
Charge to Account No: Please include the account number to which any out of pocket/out of department expenses such as printing or advertising will be charged.
1. You will receive an estimate for approval of any expenses that would be charged to your designated account.
2. The OPMC will pay the invoice directly and transfer the approved funds from your designated account. A copy of the transfer request will be sent to the e-mail address provided on the publications request form.
3. Any printing done by Twomey Center will be invoiced by them to you directly and does not come through the OPMC.
4. After your publication or advertisement is printed, the vendor will send an invoice to the accounting office, which sends it to the OPMC for approval. When we receive the invoice, we review the invoice for accuracy, issue a supplemental purchase order when necessary, approve it, and return the original to accounting and a copy to you for your records. Often, because of last-minute changes in printing specifications (e.g., proof corrections or changes in quantity), the invoice may not exactly match the purchase order. We will explain any additional charges to you when we send you the copy of your invoice.
Job Title/Information: Do you need a brochure, newsletter, poster, flyer, ad, or direct mail piece? We can help you decide on the best format to reach your audience. Be sure to know:
1. Who is your target audience?
2. What is your objective and expected result?
3. If advertising, where would you like it to run?
Budget: How much do you have to spend? If your project is new and you have no specified budget, we can help you estimate costs, and we can recommend formats that can fit into your department or college budget.
Departments pay for out-of-house prepress services, printing, and postage. Costs other than printing also include:

Special illustration or copywriting assistance
Special bindery such as insertions or stapling
Postage, labeling, sorting, and delivery to post office
Federal Express and other courier services sometimes required for production

Printing Quantity: How many pieces do you want to print? How big should it be? Although you may specify several different quantities as options, we must have a quantity and size estimate at the beginning of the project to determine a budget.
Requesting Printing Costs: Based on your budget, we will develop a publication that you can afford. Once you have approved the design concept and all the specifications, we will bid out printing the job. We utilize a large number of vendors and specialize in knowing which printers are best for a job based on the specifications. For many new jobs and jobs over the bid limit established by the purchasing department, we will obtain three bids from printers best suited for your job. Changes to original specifications after the job is in progress will affect the final cost.
Additional Instructions: Add any questions, directions, or notes in this section.

The Print/Electronic Production Process

Complete an online web or publications request form (required).
Client establishes a message with suggested or approved copy.
If it is a new or complicated job, client calls the director for a meeting to discuss budget, timeline, and needs so the OPMC can establish a production schedule.
Copy is edited by the OPMC to ensure it adheres to university style and resubmitted to client.
The director assigns design to the publications or web team depending on the nature of the job and individual schedules and workloads. The staff member may meet with the client to discuss concept, or the director may handle this function.

The OPMC will provide a rough layout to the director and/or coordinator for initial proofing and approval.
The client approves design concept and returns first proof indicating “okay to print as is,” “okay to print with changes” (OPMC staff will ensure that changes are made), or “new proof needed” on the attached approval form.

The director of publications and marketing communications will review all jobs, at least once during production, before they are printed. A job cannot go to the printer or advertising media without the signature (and approval) of the client and the director (or representative of the department).

How long do projects normally take?

This may be the most frequently asked question the OPMC staff receives, yet the answer depends on many things: How complex is the piece? Is it new or a reprint with few or minimal changes? Does it require writing and editing? Does it require photography? Does it require extensive creative design? Is it one, two, three, or four (full) colors? How large is the quantity? Are there multiple pieces to the project? How many people are involved in the proofing/approval process? How many other publications are in production at the time?

General Timeframe Rules:
Simple one- or two-color, low-quantity flyers, posters, and brochures take less time than three- and four-color, large-quantity “slick” magazines, brochures, and newsletters.

Rough Guidelines Follow:
Simple brochure: 2 ─ 5 weeks from approved copy
Booklet: 4 ─ 8 weeks from approved copy
Magazine/annual report: 12 weeks
Newsletter: 4 ─ 8 weeks depending on size and complexity
Posters/Flyers/Invitations: 2 ─ 3 weeks
Complex project such as
bulletins (course catalogs): 6 months
Print Ads: 1 ─ 3 weeks
Web E-mail: 2 ─ 5 weeks from approved copy

These timeframes are based on having final, approved copy provided to the OPMC on disk or via e-mail as well as photos selected at the beginning of the process. When substantial writing and editing are required, additional time is necessary. Changes on the printer and color proofs create additional delays.

Why can it take so long?
Individuals who have never been involved in a publications project find it difficult to understand why the process takes so long. Every publication project requires some or all of the following steps:

Writing/editing: This can take several weeks to several months depending on the complexity of the publication. Supplying your approved or suggested copy on disk or by e-mail to the OPMC guarantees a faster production schedule. Hard copy/printouts are not accepted, unless accompanied by a disk or corresponding e-mail.
Photographs: It often takes weeks to schedule, shoot, process, and choose digital photos to illustrate a particular publication. The OPMC can help you schedule a session with the university photographer.
Design: Two to three weeks is standard time on an average piece, longer if the job is more complex.
Proofing: One to two weeks is often normal for proofing, corrections, and subsequent proofs, especially if several people are reviewing a piece. Final approval is required by the initiating contact.
Time at the printer: Standard commercial printer turnaround time is two to three weeks for full-color pieces. A major job might take four weeks; a simple job at the on-campus print shop averages three to five days. If you review the printer’s proof, you can expedite the process by coming to the OPMC in Greenville Hall to do so.
Changes to copy once design has begun can significantly delay your job.

The Design/Proofing Process

Designing print and electronic publications is a complex, specialized task that requires our designers to bring many components—including copy, type, photos, illustration, paper stock, and format (size and number of pages)—together to deliver a publication that generates the desired effect.
Just as owning a drawing table, mechanical pencil, and paper does not make one an architect, having a computer and desktop publishing software does not make one a designer. A designer learns specialized skills through formal education and professional practice. If you meet with the OPMC, bring your ideas on format, color, and paper but rely on the expertise of our creative designers trained in the field.

In general, for publications printing in two colors only, photos and text should be printed in black, and maroon should be used as the second color.

It is the ultimate responsibility of the client to:
- Check for factual accuracy of the copy.
- Check spelling.
- Assist in checking for university style.
It is the responsibility of the OPMC staff to:
- Check for university style.
- Assist in correcting spelling and grammatical errors.

In the following basic production process outline, “client” refers to the department or college representative bringing the job to the OPMC:

Required Checklist for Proofing/Approving Projects

1. Spell check, spell check, spell check! Remember, however, that spell check will not catch all inconsistencies. Pay special attention to headlines, subheads, and photo captions. Verify the proper spelling of all names, titles, and middle initials when applicable. Double check dates, facts, and figures.
2. Make sure proper university, college, and program identification is clearly visible on the front, back, and inside covers as well as the contents page when used. Use the full name Loyola University New Orleans on first reference and in prominent locations such as covers. Use the full or formal name of the college or department on first reference and on covers.
3. Make sure the correct address, phone number, fax number, e-mail address, and web page address are included in prominent locations.
4. On magazines, books, newsletters, and periodicals, check to make sure the proper volume, number, and date are used on the outside and inside covers or mast pages.
5. Look for proper folios—page numbers, section identification, etc.—on each page.
6. Verify that page numbers listed on the contents page correspond to the correct page number for each section included.
7. Check proper readability continuity between columns and pages.
8. Double check that all copy has been proofread against original copy or changes marked on the previous proof.
9. Read all articles word for word for total continuity (all paragraphs in proper order).
10. Make sure more than one person checks and initials the final proof.

Changes to Jobs in Progress

Corrections to copy during the proofing process are usually necessary. Initial proofs are not a final product and are expected to need typographic corrections and minor revisions. Copy and design changes to publications in progress will cost both time and money. It is best to make changes as early in the proofing process as possible.

Mailing Services/Assistance

If your piece is to be mailed, there are several items to consider:

Do you need to order mailing lists?

Labels for faculty/staff for on-campus mailings must be ordered from the Office of Human Resources. (ext. 7757)
Lists for alumni must be ordered from the Office of Advancement Records. (ext. 5860)
If you require a bought mailing list, the OPMC will request a list estimate based on your parameters.

Bulk Mail and Use of Bulk-mail Accounts
A member of the OPMC staff can guide you through the bulk-mail process.

Labels and lists for mailings must be requested in zip code order to receive a bulk-rate discount postage rate.
For larger mailings (more than 500 pieces), lists are best supplied as electronic files ─ on disk, or via FTP. An OPMC staff member can advise on the types of mailing lists and assist in requesting them.
Mailers under quantities of 200 cannot be sent by the reduced bulk-mail rate. They must go first class.
Multiple mailing lists can be coordinated by the on-campus print shop or by a commercial printer or direct mail house for a reasonable fee.

Following is the information, which must appear in the mailing permit box for all bulk mailings:

Nonprofit Organization
U.S. Postage PAID
Permit No. XXXX
New Orleans, LA

Individual departments and colleges that currently have permit numbers include:

Admissions
Alumni and Parent Relations
Annual Fund
College of Business
College of Humanities and Natural Sciences

College of Law
College of Music and Fine Arts
College of Social Sciences
Publications and Marketing
Twomey Center

During the proofing process, please verify all bulk-mail account numbers when they are used on brochures. Signatures indicating approval from the department head are required on the proof.

The department head must deposit enough money in the bulk-mail account to cover the cost of the mailing. To estimate postage, contact a member of the OPMC staff. Also, make sure the printer/mailer has a copy of the appropriate postal form with the signature of the permit holder. These forms are available from the OPMC.

All departments and colleges having more than four bulk mailings annually should open an account by filling out the appropriate application and submitting the $150 annual fee to the U.S. Post Office. Call the Bulk Mail Department at (504) 589-1098 for information.

As a courtesy to departments without a bulk-mail permit, the OPMC provides an account number that can be used under the following circumstances:

1. No other account number is available to the department;
2. Permission has been obtained from the director of publications and marketing communications well in advance;
3. The department provides a check to the director of publications and marketing communications for direct deposit into our account by our courier or the printer. The check should be made out to the U.S. Postmaster for the appropriate amount of postage per piece. This fee is applicable towards the $150 annual fee we pay the post office for the permit.

Delivery of Publications

If printed, your materials will be delivered to Central Receiving on the main campus or to an outside mail fulfillment service for mailing. Many printers offer in-house mail fulfillment services. If your piece is to be mailed, it will be specified on the purchase order.
For publications delivered on campus, arrangements must be made with Central Receiving to have the boxes transported from Central Receiving to the appropriate department.
We need at least 20 samples of your publication for our files for internal distribution and future reference. We generally instruct printers to deliver these samples directly to us so we can monitor quality. However, if we do not receive the samples, we will ask that you supply samples as well as check for quality immediately upon delivery. Please call any printing problems to our attention so we can have the printer make adjustments when necessary. We act as your agent to the printer to manage production, handle delivery problems, initiate purchase orders, and approve the invoice.

Banner Production

All building banners should be designed and sent to print by the OPMC.
The art director needs 3─5 days to process your order. Upon artwork approval by you, your banner then will be sent to print. The type of banner you want (standard vinyl banners with vinyl letters or a four-color-process vinyl banner with photo imaging) will determine how long it will take the printer to process your banner.

Upon receiving a work order, Physical Plant requires they have 4 ─ 6 days to hang your banner upon delivery of the banner to the carpentry shop in Mercy Hall. All work orders must be placed by the person requesting the banner placement, not by the OPMC.

Standard Sizes for Banners
As a courtesy to Physical Plant, we ask that you stick by these size guidelines not only for Physical Plant workers safety, but other sizes sometimes do not work on a particular structure and can make a banner impossible to hang.

Danna Center (over main entrance) ─ 3'x6'
There is a particular protocol for the Danna Center. Banner space sometimes runs out because of the number of requests to be placed on the front of the center, and the most important banners (those for the Office of the President and Office of Admissions) must be placed in prominent positions. These locations must be approved for banner hanging, and thereby discourage requests for banners to be hung anywhere else.

Bobet Hall (above North and South entrance) ─ 3'x10'
College of Law (over main entrance on Pine St.) ─ 3'x10'
Communications/Music Complex (over main entrance on St. Charles) ─ 3'x10' to 4'x10'
Communications/Music Complex (Dixon Court between the two main poles of the pergola) ─ 3'x10'
Marquette Hall (above North entrance) ─ 3'x10'
Marquette Hall (over South second floor entrance) ─ 3'x10'.
This has only been used for the "Welcome Alumni" banner.
Marquette Hall (Theater entrance on arcade) ─ 3'x8'.
Only used by the Department of Theatre Arts and Dance for current productions.
Mercy Hall (the Womens Center banners) ─ 3'x10'.
Miller Hall (left of main entrance between columns) ─ 3'x10'
Monroe Library (main entrance between columns) ─ 3'x6'
Stallings Hall (over the front entrance) ─ 3' x 8' or 3' x 6'

Print and Broadcast Media Advertising Resource

All university print advertising is placed through the OPMC. The director of publications and marketing communications maintains the files on rates of many local and national publications and then places the ads, which are designed by the OPMC design team.

If you are unsure of which print publication or advertising medium such as broadcast or outdoor to use, please contact the director at ext. 5881 to discuss your objectives, at which time a proposed media buy will be developed for your approval based on budget constraints.

The advertising proofing and production process is the same as that for publications.
Copy and photos for all ads must be supplied weeks in advance. Exact deadlines vary from publication to publication. Contact the director at ext. 5881 for more specific information.

Digital Photography Services

The university photographer is available for your university (official) publications and publicity needs. Any member of the publications or public affairs staff can schedule our photographer for you. Digital photography can also be scheduled through the public affairs administrative assistant at ext. 5888.

Due to the tremendous volume, your photo request must be scheduled as far in advance as possible. One week’s notice is required for assignments outside the normal university hours; two week’s notice is required for weekend photography assignments.
Many photo assignments for specific publications will be art directed by a member of the OPMC design team.
When making an appointment for photography, please be as detailed as possible regarding your specific publication requirements (format, resolution, planned layout, preference for vertical or horizontal). Any additional information that you can provide regarding format, resolution, planned layout, preference for vertical or horizontal, etc. is greatly appreciated.
Print orders can be made through the public affairs administrative assistant (ext. 5888) or any member of the OPMC staff.
All digital photos and original transparencies are stored and may be reviewed in the OPMC main office. Digital image files may be acquired via compact discs or transmitted over the web.