Print, Web and Electronic Communications Standards: Home
Office of the President
MEMORANDUM
To: Campus
From: Cathleen Davey, Vice President of Institutional Advancement
Re: Ramapo Print, Web and Electronic Communications
Date: November 2010
Ramapo College is moving forward in numerous areas and communication between the College and our constituencies continues to grow. For this reason, I am sharing with you the following approved administrative procedure. Please discuss it with your staff and ensure all are informed and accountable for following these procedures.
Marketing and Communications (located in D-211, the Birch Mansion, and Print Shop) is charged with ensuring effective and efficient communications for the campus. Because every campus member's participation is important, I want to remind everyone about procedures that are in place to help communicate effectively while supporting the Ramapo Design Standard (for print and Web). The appropriate application of these Ramapo College standards in all communications supports the College's goal to send consistent messages, editorially and visually, and helps strengthen a unified Ramapo College image with our internal and external communities.
Media/Public Relations
All calls from the media concerning a Ramapo College matter should be immediately referred to Anna Farneski assistant vice president of marketing and communications, extension 6844.
As the College's official spokesperson, Anna will determine on behalf of the College what information is to be released and who is the most appropriate person to provide it. Under normal circumstances, and especially during a crisis situation, no campus member should speak with the media without contacting Anna*.
To accommodate the needs of news reporters, vice presidents and deans should serve as the initial spokesperson for their individual division or school or refer them to the most appropriate person.
Contact Anna Farneski:
- If you are contacted by the media in your capacity as a Ramapo College employee
- If you can provide expert commentary on a subject that is receiving media attention or which you expect soon will receive media attention or which you believe may be of interest to the media (a Ramapo College Experts Guide database will be compiled this year and will be updated annually)
- If you are the recipient of a major award or grant
- If you are the director/convener of a new academic program or initiative
- If you have outstanding, newsworthy information about a student or alumnus
- If you are responsible for a major event or an international, national or regional conference to be held on campus
*(In Anna's absence, contact Cathy Davey, vice president, institutional advancement, extension 7615. In Cathy's absence, contact Mary Cicitta, extension 7887.)
Use of photography services:
The campus photographer is available to take and/or reproduce photos that will be utilized by The Office of Marketing and Communications:
- for Ramapo Magazine
- for press releases
- for advertising
- to publicize major events
- to record historical events at Ramapo College
- in response to requests from the media
Requesting photographic services:
Those requesting that the photographer shoot an event or provide other photographic services should send their request via e-mail to Carolyn Herring at cherring@ramapo.edu and a copy to Anna Farneski at afarnesk@ramapo.edu. If Carolyn is unavailable, please contact Anna Farneski at extension 7602.
If the photographic request means that the photographer must work past 5 p.m. or return to work on a weekend, the request should be made at least two weeks in advance.
Publications/Advertising
Creating and printing publications and producing advertisements:
Marketing and Communications functions as a clearinghouse for publications, advertising and printing.
All bids and quotes for printed work are managed by the director of publications. All external printing must be bid through Marketing and Communications prior to production. This allows outside printing services to be bundled, resulting in lower overall costs. The Vendor Bid List contains more than three hundred vendors. Each job is quoted with written printing specifications and timelines to a minimum of three vendors. The best price is identified by the director of publications.
No purchase orders for external advertising and printing will be processed by the College unless the project has been cleared through Marketing and Communications prior to printing.
The director of publications serves as the managing editor of Ramapo Magazine and edits, proofreads and coordinates the design and production of all major College publications.
The director of publications, in coordination with the assistant vice president for Marketing and Communications and public affairs, also must review the design and content of all College advertising (except employment advertising). Please contact the director of publications at extension 7887.
Because the publications director is staffed with one graphic designer, the director may recommend certain projects be designed off campus by a freelancer. We maintain a freelancer list and enjoy close working relationships with writers, graphic designers and print houses. Estimates for this outside work can be provided at your request. The publications director will obtain a minimum of three competitive bids for your project.
Please provide a minimum of three-weeks turnaround time for most design projects. A production schedule for each job is provided when work commences.
Print Shop
The Print Shop offers in-house copy services including:
- Copies as large as 11" x 17" in full color and black and white on a variety of stocks and substrates
- Folding, stitching, collating, binding
- Banner/large format color printing 36" wide by undefined length-black and white or full color
- Brochures and booklets up to 24 registers in black and white or full color
- Invitations
- Bookmarks
- Postcards in black and white or full color
- Posters up to 36" wide any length in full color
- Calendars
- Note cards
- Invitations
- Table tents
- Various custom print orders on request and based on availability
- Professors' materials including tape-bound, stapled or spiral-bound books
Please note: Neither the Print Shop nor Marketing and Communications has the ability to mount signs or posters over certain sizes. Marketing and Communications can recommend signage vendors for projects that cannot be completed in house and should be contacted for the procurement of bids. It is your responsibility to allow for ample time to complete your project.
Types of projects: class handouts, simple brochures, flyers, booklets, NCR-carbonless sets, banners, posters, invitations
Online Print Ordering System
The Print Shop uses Print Shop Pro WebDesk, an online print ordering system. This system allows campus unit users to place a print order, receive an estimate, upload files and print reports. All jobs requiring typesetting and/or design (including forms) must come through the Publications Department. This includes invitations, banners, posters, postcards, brochures, forms, etc. You must still place your order on the WebDesk program and check "Graphics Required." The Publications Department will forward your finished file to the Print Shop to match up with your order. The Publications Department in conjunction with the Print Shop conducts training monthly in the use of the Print Shop Pro WebDesk software. You may obtain further information by calling extension 7477 or to review the Print Shop Pro WebDesk software, go to http://printshop.ramapo.edu.
Understand the copyright laws: The copyright law of the United States (Title 17, United States Code) governs the making of photocopies or other reproductions of copyrighted materials. Under certain conditions specified in the law, libraries and archives are authorized to furnish a photocopy or other reproduction. One of these specified conditions is that the photocopy or reproduction is not "used for any purpose other than private study, scholarship, or research." If a user makes a request for, or later uses, a photocopy or reproduction for purposes in excess of "fair use," that user may be liable for copyright infringement. The Ramapo College Print Shop reserves the right to refuse a copying order if, in its judgment, fulfillment of the order would involve violation of copyright law.
The Ramapo College Print Design Standard:
The director of publications should be contacted at extension 7887 to review all publications and advertising to be disseminated on behalf of Ramapo College for compliance with the Ramapo College Print Design Standard.
The complete Ramapo College Print Design Standard may be found at http://www.ramapo.edu/standards/print/index.html
It is essential that the Ramapo College logo be utilized appropriately on all Ramapo College publications, advertising and other printed and visual communications. You should feel free to consult with the director of publications on your self-designed projects when unsure about how to treat the Ramapo logo and/or other elements of the design standard.
Although replications of the various usages of the Ramapo College logo are available online, only the "tiff" logos (downloadable) available on this site should be used in print products.
Requests for high resolution logos for print can also be obtained from the director of publications to ensure that they print quality, size and resolution.
No division, school or unit may create its own logo or graphic element for its identity or use. Only the official Ramapo logo may be used. This includes logos for clothing, vehicles, promotional gifts, signage and stationery. Should you have any questions, please call the Office of Marketing and Communications at extension 7602.
The Ramapo College Web Design Standard
The director of Online Communications should be contacted at extension 7183 for any questions about the College public or Intranet (My Ramapo) sites or questions about the Web Design Standard.
The complete Ramapo College Web Design Standard may be found at http://www.ramapo.edu/standards/web/index.html
Electronic Communications Standards
The complete Broadcast E-Mail / Voice Mail Procedure is available for review. Procedure (PDF)
Administrative Policy
Approved by the President's Cabinet
Date
