Department Newsletter Procedures

As part of our effort to unify publications throughout the departments, the Office of Engineering Communications and Marketing has established a template for departmental newsletters. Karen Nesbitt is the point of contact and the project manager.

The newsletter procedure and timeline below applies to an average newsletter submission, requiring light to moderate copy editing and minimal new photography. 

Newsletter Procedure and Timeline (10-week process)

Week 10 - Dept. submits copy and photography to Karen Nesbitt in Engineering Communications and Marketing (ECM)

      • Copy should be complete and in .doc form
      • Photography must be high resolution digital .tif or .jpg (1 mb/300 dpi) or hard copy and include a descriptive caption
      • Dept. completes online project request form (since format is templated please enter "n/a" in the "format", "color", "mailing", and "look and feel" fields but indicate any special needs)

Week 9-7 - ECM requests mailing list from Info. Management Systems (IMS)
ECM edits copy; takes any new photos and/or secures missing art
ECM forwards content to graphic artist

Week 6-5 - Dept. reviews and signs off on layout
Mock-up sent to University C&M for approval/printer bids

Week 4 - Printer selected
IMS sends mailing list to ECM or printer

Week 3 - ECM gives files to printer

Week 2 - ECM and dept. review and sign off on printer proof

Week 1 - Newsletter printed, addressed and mailed; printer delivers unmailed
extras to ECM; ECM takes samples and forwards remainder to dept.;
printer sends bill to dept. and provides a copy to ECM