Policies and Procedures

Policies and Procedures

No project will be started without a completed Online Project Request Form and copy.

Production Schedules are provided for clients to understand the length of time required for the development, writing, design, proofing and project delivery. Time frames may be extended for projects that require extra writing, photography, printing or mailing services.

Actual delivery deadlines may vary depending upon unforeseen circumstances. Please be advised production schedules are only a guide.


Inadequate planning can result in poor quality projects as well as the denial of a project by OCM.

Design times vary based on the nature of the project. Contact OCM early if a project is complicated, or if it requires additional services such as mailing.

In addition, please make sure the project is approved and that proper departmental funds are allocated before a project is requested (see Purchase Orders).


Copy will only be accepted in an electronic format (e-mail, Microsoft Word, PDF).

The person or office initiating the project bears the primary responsibility of proofreading. Please have all copy proofread and corrected before sending to OCM. Clients will have the opportunity to proof copy and the full project before giving approval for OCM to send to print.


OCM maintains responsibility for all design and photo editing.

Photos may be provided for use in publications, but if OCM determines that the photo is of poor quality, or does not fit with the overall design, the photo may be rejected and a substitution offered.

OCM is more than happy to work with clients to schedule custom photo shoots. This will need to be arranged as early as possible to build time into a production schedule to book a photographer and location for the subjects of the photo shoot.

The cost of photo shoots will be incurred by the office submitting the project.

Publication Guidelines

The guidelines set here are designed to help you and the Office of Communications & Marketing (OCM) effectively work together to maintain a high standard of quality for publications. OCM reserves the right to deny a project based on the Project Request Form and all copy not being received.

OCM will see through the completion of all projects, oversee communications with vendors, and make sure a project is completed according to the highest possible standard of quality. It is not the procedure to release artwork to the client.

Purchase Orders

Initiating a Requisition in Kuali is the responsibility of the person or office requesting the project.

If a bid process is required, a requisition must be completed by the department that will pay for the publication.

A Purchase Order is required by vendors before any production begins on your project. Delaying approvals of requisitions will hold your project up from delivery.

The requesting department will review the bids and make the final approval for the expenditure of funds. Bids will also be reviewed by OCM to assure compliance with specifications. OCM will provide the specifications for the "description" portion of the requisition.

Please feel free to contact Debbie Richards at ext. 4580 with any questions relative to a bid for print process.

Delivery & Distribution

Our office is responsible for overseeing delivery of a job to the client. However, it is not our responsibility to confirm delivery of the correct quantity from the printer and for the storage and inventory of printed materials.

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Indiana University South Bend

1700 Mishawaka Ave
South Bend, IN 46615
Phone: 574-520-4872