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Creative Services 

University Publications Guidelines and Procedures

Introduction

  • The Creative Services at the Office of Communications is responsible for the University’s image in print, graphic identity, visual standards, and the quality control of its publications.
  • Our team provides professional and creative resources to create high-quality publications that are consistent and best represent the excellence of the American University of Beirut programs.
  • To make sure that all publications are uniformly of high quality, the design team reviews, designs, and oversees the design of all university publications.

Project Initiation

In order to have a smooth process, on-time delivery, and satisfying results, the following procedures must be adhered to:

  • Fill out job request form
  • We will be contacting you to schedule the first meeting with the project coordinator and a representative from the design team
  • To minimize any confusion or unnecessary mistakes and/or delays, all coordination should only be communicated through the coordinator assigned for your project.
  • The following are to be provided for the initial planning meeting:
    • An idea of the purpose and audience of the project
    • The complete text or information that will be used (hard and electronic copy). The text should be fully edited (unless you want us to provide editing services).
    • Photos or art work you want to use (if you have something specific in mind)
    • A rough budget estimate (for design and print)
    • Project timeframe and deadline for delivery
    • Optional: samples of publications you think might help us understand what you are looking for in terms of style and aesthetics

Publication Timelines

It is very essential to review these timeline estimates and, accordingly, plan your projects in advance to better serve you in a timely fashion. We reserve the right to decline any project that does not conform to these timelines. Though rushed jobs are not likely to be accepted, exceptions can be made based on several factors and at the full discretion of our team. This may also incur extra labor and print costs.

Design

Project Type

Simple Job

Complex Job

Poster

2 weeks

4 weeks

Flyer

2 weeks

3 weeks

Invitation Card

1 week

2 weeks

Banner/Roll-up Banner

1 week

2 weeks

Brochure

3 weeks

5 weeks

Booklet

4 weeks

6 weeks

Book

6 weeks

16 weeks

In addition to the design time estimate, you need to take into account time needed for production and printing. These timelines apply after you approve and sign the printer’s final proof (usually offset printers send a proof; digital printers may send samples in case of complex jobs or large quantities).

Printing: Digital

Project Type

Simple Job

Complex Job

Poster – (B&W/Colored)

2 working days

------

Flyer – (B&W/Colored)

2 working days

4 working days

Banner/Roll-up Banner

2 working days

4 working days

Invitation Card

2 working days

4 working days

Brochure-(B&W/Colored)

4 working days

6 working days

Booklet-(B&W/Colored)

5 working days

8 working days

For jobs that require mounting or assembly, you need to specify your requirements before hand. This might add to the time estimate, depending on the complexity of the project.

     Printing: Offset

Project Type

Simple Job

Complex Job 

Poster

3 working days

5 working days

Flyer

3 working days

5 working days

Invitation Card

3 working days

7 working days

Bookmark

4 working days

8 working days

Ticket

4 working days

7 working days

Program

5 working days

8 working days

Brochure

5 working days

15 working days

Notepad

10 working days

15 working days

Stickers

5 working days

10 working days

Booklet

10 working days

15 working days

Folder

7 working days

15 working days

Book

15 working days

30 working days


Note: These time estimates are approximate and are subject to change depending on the quantity, the complexity of the job and the availability of required material specifications in the market.

The Initial Meeting

At the preliminary project meeting we set with you, you need to provide information on your audience, the purpose of the publication (or website), your budget, the delivery date, etc.
We will discuss and help you decide on the following:

  • Size
  • Colors
  • The kind of paper
  • Use of artwork: photos, illustrations, charts, graphs etc…
  • Quantity of the publication needed

During this meeting we will let you know if the project will be designed in-house. In case all our designers are fully booked, you can either work with an outside freelancer through our office or work directly with him/her. We will provide you with a list of freelance designers that you can contact and deal with directly. However, the final design will be reviewed by our design team to make sure it meets the AUB publications standards.

Manuscript Preparation

  • The text that you will be using should be complete and fully edited when handed to us (unless you want us to do the editing for you at an additional cost).
  • Kindly avoid using indents, italics, underlined text or other types of formatting used for aesthetic reasons. Only keep the formatting that needs to be included in the design for functional reasons.
  • A complete and edited text will help you avoid delays due to changes made at later stages.
  • Photo captions and call-outs should also be submitted with the text.
  • If you are revising an existing publication, you can make minor changes directly on the printed publication. For complex changes, a new digital (MS word) copy of the text should be submitted, following the guidelines above.

Artwork

If your publication is to include photos, you can choose one of the following options:

  • In-house: Our office maintains a diverse library of digital photos. Our coordinator can send you several images to choose from at no cost. 
  • Client-supplied: You can bring your own photos and we will include them in your publication. You should bring them during the first meeting so that the designer makes sure they meet the requirements below:
    • All photos should be of high resolution: 2000 pixels width or height minimum, depending on the final size of printing. The larger the publications, the larger the pixel count.
    • The photos should have good colors, lighting and sharpness.
    • Web images and pictures taken by a mobile phone are not usually accepted.
  • Photo-shoot: We have a professional photography services at your disposal. If you do not find the desired photos in our library and do not have photos of your own, you can schedule a photo shoot. Your desire to do so should be expressed during the initial meeting to reserve a place on the photographers’ schedule. A photography fee is applicable and paid through filling Interdepartmental Notice form. Policy on photography requests and payment is available on our website at:
    www.aub.edu.lb/communications/multimedia/Documents/Policy-Photography.pdf

Design

  • After the initial meeting, the design manager will assign your job to one of our designers. 
  • The assigned designer will lay out the text and artwork chosen. He/she will come up with a few options for you to choose from.
  • The coordinator of your job will then schedule a second meeting to show you the different design options.
  • At this point you can still make minor changes or corrections. However, major changes might affect the deadline.
  • The changes and corrections will be incorporated and the chosen option will be sent to you to get your final approval on design and text.

Bidding

  • Our office follows the University’s bidding requirements to obtain optimal quality and price quotations from different printers.
  • We must receive quotations from 3 to 5 printers and then choose the best bidder (with best price/quality ratio).
  • Depending on the size, certain publications may have to be processed through the Purchasing Department for printing.  In this case, we will send you the printing specifications you need to submit in your request on Oracle I-Procurement.

Guidelines for reviewing a design proof

  • Proofreading and ensuring accuracy of text provided is your responsibility, so please make sure to review the proof carefully before we proceed with printing. When reviewing the second or third proof, check it against the first one to verify that all the changes or corrections were made.
  • Verify the page numbers.
  • Check the placement of photos and captions.
  • Check the hierarchy of titles.

Print Production

  • Once we receive all the quotations from printers, we will choose the best bidder (in terms of price, quality, and delivery time) and send you the price and delivery deadline by e-mail to get your approval. Once the price is approved, we send the job to print.
  • The printer will send us a final proof before printing the job. This proof is usually low-resolution but if there are key photos (e.g.: cover) in your publication, they will be sent in high resolution to be able to check the colors and the quality. The printer’s proof is first checked by the design team. When approved, we will send it to you to get your final approval and signature. Proofs are then returned to the printer to complete the project.
  • Once the publications are delivered to our office, our team will ensure quality control.  The coordinator will then notify you that your publications are ready to be picked up from our office.
  • You will be asked to make arrangements with the Ground Transfer Department or to have someone pick up your publications.

University Stationery

  • Letterhead, envelopes (different sizes), with compliments cards, and business cards have a standard design throughout the University and can be ordered directly from the Purchasing Office.
  • You can contact the Purchasing Office at extension 2210 to order your stationery or you can put your order online on Oracle I-Procurement.
  • Click here to know the exact details.
 
For assistance with creative
services, please contact:

Office of Communications
Extension: 2650 (Building 42)
Email address: communications@aub.edu.lb

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