Policies and Procedures
- How to Submit a Work Order
- Creative Copy Service
- Submitting Copy on Disk
- Photography
- Budget Numbers, Requisition Forms and Cost Estimates
- Turnaround Time
- Emergency Turnaround
- Charges for Excessive Editing
- Printing and Mailing Schedules
- Advertising Turnaround
The Marketing Services Department, located at University Center is our in-house advertising and marketing agency which produces a wide range of publications, advertising, audio-visual and web-related projects promoting all of the University's academic and administrative programs.
The staff is comprised of a diverse group of professionals including designers, writers, production and desktop specialists and media buyers whose purpose is to assist University clients in promoting their programs in the most effective way possible. From developing marketing strategies and campaigns to writing and editing of copy for publications, advertising and presentation materials, designing for print, video or the web, ensuring quality control on press and planning and negotiating media buys, the department is dedicated to providing the highest quality service at the most cost effective price.
Because of the high volume of projects the department produces it is able to take advantage of large printing and advertising discounts. Every print job produced and sent to an outside printing facility is bid to 3 vendors, per University policy, to ensure competitive pricing and quality of service and production. The in-house advertising agency status qualifies Marketing Services to book all advertising at the net rate - 15% below the rate of buying through an outside agency.
Use of this in-house agency ensures quality of design and production, effectiveness of strategy and consistency of both content and visual identity.
Policies and Procedures 
How to Submit a Work Order
If you are in need of a marketing plan, design, writing, production or purchasing services you can:
- Call Marketing services at 516-299-3163
and make an appointment for consultation.
- Call Marketing Services and request a Publications or Advertising requisition and send the completed requisition interoffice with
your order.
- Obtain a publications or advertising requisition from your campus Public Relations office and send the completed requisition interoffice with your order.
Your job will be designed and executed
with a proof copy sent to you and a copy sent to your campus Public Relations
office after your review for final sign off on punctuation, spelling and
factual accuracy. When both sets of proofs are approved your job will
be sent out for print or forwarded to the proper media.
Each job will carry a $30 administrative fee to be charged against
the specified budget on the requisition in addition to any other fees
incurred. Only business cards, stationary and memo pads will be excluded
from the $30 charge.
If your project requires creative copy writing or development of draft copy please include as much information as possible about your program with your completed requisition to help the staff position it as effectively as possible.
If you are submitting final copy for desktopping please be sure that it has been approved by all parties involved (i.e. - Deans, Directors etc.), proofed and spell checked, and provided as either an ASCII file - PC or MAC, or as a Microsoft Word file - PC or MAC.
If you are desktopping you own publication you must forward it to Marketing Services prior to sending it through to Office Services for printing. Please disinfect your disks before sending them to us. It will be reviewed for content, visual identity and mailing requirements. If the piece is acceptable it will be passed through to Office Services for printing within a 2-3 day period. If there are problems it will be forwarded back to you with edits.
If your project requires photography we can supply it from our department photo archives, royalty CD-ROM disks, or arrange for a photographer at an additional cost. If photography needs to be arranged please allow an additional week for shooting and processing. Please be sure to send clear prints, slides or chromes if you are supplying photography for the project yourself. Key photos to copy and furnish captions if any, during initial submission.
Budget
Numbers, Requisition Forms and Cost Estimates
Be sure to include a budget number and proper authorization and signature of person responsible for that budget number on your requisition. Orders lacking this information will be sent back to you, delaying the production process.
- If your project needs to be produced within a specific budget amount please indicate this on your requisition to help better clarify design and production parameters.
- Marketing Services can provide you with a rough cost estimate on a job prior to beginning production, however if an exact cost is required we request the bidding process takes place after you have approved the design. The bidding process is time consuming for both the department estimator and the vendor. A complete set of specs makes the bidding process more effective and accurate. All jobs printed by outside vendors require a minimum of three written bids, per University policy. Please be sure that once you receive your bid, there are sufficient funds in your budget to pay for the project. If you are unsure of the balance in your account, please call the budget office.
Be sure to include a due date on your requisition form. Marketing Services requires 4 to 6 weeks to produce larger print projects. Smaller projects are fit into the production schedule on a weekly basis. Although they may not physically require the same amount of time to produce as the larger pieces and many times are completed in less time, it is safer to allow at least 4-6 weeks for production, proofing, revisions, printing and delivery.
If you anticipate an emergency situation, freelance staff can be made available to work evenings and weekends at an additional hourly rate.
Each proof sent to you will be numbered. Edits made after the third proof, which are not due to errors by Marketing Services, are subject to additional fees.
Printing
and Mailing Schedules
Jobs being printed by outside vendors require 8-10 working days to be printed. This 8-10 day period is included within the 4-6 week schedule. Marketing Services only manages the printing schedules on these jobs. If your project is being printed by Office Services and/or mailed by Mailing Services it is a good idea to call ahead and schedule press time with Matilda Tazzi in Office Services at 516-299-2530, as well as coordinate mailing schedules and list purchasing and processing with Bob Columbe in Mailing Services 516-299-4022.
- Projects that are invitations or event-related should be in the mail 4-6 weeks prior to the event. Please keep production, printing and mailing schedules in mind when submitting these types of projects.
Fundraising and Alumni Relations Projects - Projects involving fundraising or alumni relations must be approved by the campus development office. The Regional campuses should clear such projects through the Associate Vice President for Development and Alumni Relations, Melodee Gandia, at University Center 516-299-4090.
We strongly suggest that you adhere to the 4-6 week guidelines when submitting orders for advertising to ensure we are able to reserve the inventory you request. Radio and television inventory during the summer months and retail holidays can be very difficult to book.