Printed Projects -
 
Requesting A Printed Project Page

The Foothill College community is a dynamic group of students, faculty, and staff. There is always something going on. Understanding your marketing needs and identifying the opportunities to communicate the College's message is key to effectiveness. We encourage you to get started 8-10 weeks before your target date to accommodate advertising reservation and file deadlines, comply with our printers lead time requirements to schedule press time, and assure we have available resources to meet your need.

Three Easy Steps To Get Started

To begin the process of producing a print publication, Web page or any other communication piece with college funds, please complete the following four steps:

  1. Submit A Request for Publication & Design Services form at http://www.foothill.edu/staff/workorder.php. Fill it out, making sure to include specific information regarding the due date, quantity, budget, budget code and services.
  2. Call ext. 7362 to schedule an appointment to discuss the project.
  3. Submit your unformatted, editorial text in Microsoft Word via email or ThomasLori@foothill.edu, cc. whitechris@foothill.edu, accompanied by a printed hard copy.

How Long Will It Take for My Project to Be Completed?

The Marketing & Communications Team is responsible for multiple publications and projects at any given time. Each project is assigned a priority. Material that is time-sensitive, like the Schedule of Classes or the Course Catalog, must take priority over other projects.

ASAP is not a deadline-give us a deadline date. Even if you know that your deadline is flexible, it is in your best interest to provide a date. When planning deadlines, consider the full scope of your project. For example, if your project is to be mailed out, you must factor in time to affix labels and deliver to the post office as well as time the piece will require to get from the post office to the mailbox; or, if you do not have print-quality photographs and need a photographer, you will need to add at sufficient time for this task to be accomplished.

List of Priority Publications
  • College- and District-wide Marketing:
    - Accreditation Report
    - Ads
    - Annual Catalog
    - District Special Projects
    - Fusion
    - Schedule of Classes
    - Financial Aid Guide & Related Materials
    - The Heights Newsletter
    - Joint College Marketing Projects
    - Registration Advertising & Promotion
  • Division-Wide Off-Campus Marketing:
    -Brochure and Collateral Marketing Materials
    -Program Advertising, Calendar Listing, PSA
    -Selected Major Programs (e.g. Krause Center for Innovation (KCI), Athletic Events Materials)
    -Special Projects
  • Individual Program Off-Campus Marketing
    -Brochure and Collateral Marketing Materials
    -Program Advertising, Calendar Listing, PSA
    -Special Projects
 

Tips For Preparing Text for Design Projects

Because we use a page layout program to design your publications, the following procedures will help you provide text that requires less "touching" and minimizes the chance for errors on your project and delays to your target delivery date.

 
For All Text Please
  • Compose your final text in Microsoft Word by email to ThomasLori@foothill.edu, cc. whitechris@foothill.edu.
  • Keyboard your text in 12 pt Helvetica. Do not format or apply font styles to any text (bold, italic, underline, all caps.). Enter text in "title case" (initial caps for headline or title) or "sentence case" (first word of the sentence, proper nouns are capitalized).
  • Enter only one space on the space bar after any punctuation (periods, commas, colons, semi-colons, question marks, exclamation points). If you enter two spaces before a new sentence, we must manually strip it out, which takes up time.
  • Specify and organize content when keyboarding your text. Use an ALL CAP TAG to indicate what kind of text is being entered (e.g. headline, body copy, caption). Enter one paragraph return between this descriptive header and the copy.
e.g. HEADLINE:
Our Mission Statement
 
MAIN COPY:
Foothill College provides educational opportunity for all who can benefit from instruction and support services.
 
CAPTION:
Mr. Jones is on the phone.
 
Please do not try to format your text in your word processing software to "look like" a brochure or other publication design. Follow these procedures instead:
  • Let text "wrap around," with no soft returns, until the end of your line or paragraph;
  • Use no more than two paragraph returns at the end of a line or paragraph-even if you anticipate a greater space division between lines, paragraphs or sections;
  • Do not tab multiple times between text items, hit the space bar more than once, or reduce your margin sizes to achieve a certain "look." If items are tabbed, use only one tab between items and use the "set tab" function of Microsoft Word;
  • Do not create tables or columns in your word processing text. Make a simple list of your items with identifying headers to specify rows and columns. When tabbing items, use only one tab between them and use the "set tab" function of Microsoft Word. If necessary provide, a sketch of specially-formatted areas such as tables and lists;
  • To indicate the desired style and formatting for your publication, mark up a hard copy printout with red ink. (e.g. add a squiggly line under words you want boldface or underline words you want to italicize; make a sketch of your table; write "end of one section, beginning of another," "put additional space between");
  • Provide marked-up hard copy of your text along with your electronic file. Remember, red ink is easier to see.
 

Editorial Style Guide

The Marketing and Communications' editorial style guide was created as a quick reference too to help Foothill College communicators follow a style that is consistent and appropriate. The guide follows conventions outlined in the...

Dashes, em and en
The en dash (–) is one-half the length of an em dash (—) and is longer than the hyphen (-). When writers refer to a dash they generally mean an em dash, which is used to denote an abrupt change in thought in a sentence, to mark empathic pause or to set off a series of words separated by commas. The en dash is used primarily to indicate continuing, or inclusive, numbers such as dates or times: e.g. 1 a.m. – 2 p.m.

Dates
Capitalize months of the year in all uses and spell out when they are used alone or with a year alone. When used with a specific date abbreviate the following months, Jan., Feb., Aug., Sept., Oct., Nov. and Dec.

Email
One word, no hyphen. Capitalize only if it starts a sentence: e.g. Send me an email.

Figures/numbers
  • Use figures for numbers 10 or greater, including ordinal numbers: e.g. There are at least 10 good reasons to get an education. Spell out zero through nine: e.g. There were zero cookies and four pears.
  • Use figures for days of the months: Oct. 18, Nov. 2.Do not use st, nd, rd, and th superscript.
  • Use figures for sums that are cumbersome to spell out; however, spell out the words million and billion: e.g. 5.75 million.
  • Use figures for measurements: e.g. 4 feet; 10 cubic centimters; 6 inches; but spell out percent: e.g. 39 percent, not 39%.
  • Use figures for ages: e.g. The average student age is 26; the student's child is 4 years old; that 14-year-old graduate student has genius qualities.
Time
Use figures except for noon and midnight: 7 p.m. or 7:30 a.m. (never 7:00p.m. or 7:00 a.m.)

Money
Use figures for amounts of money with the word cents or with the dollar sign: (i.e., $3, $5.09, $1 million or 77 cents).
  • Do not begin a sentence with numerals; supply aword or spell out the figures.
Note: numbers less than 100 should be hyphenated when they consist of two words: One thousand people; thirty-nine Foothill students; Two-thirds of the voters.

Internet
Always capitalized.

Online
Always one word.

Personnel titles
Official personnel titles immediately preceding a name are capitalized; those following a name or set off by commas are not. This rule applies to both academic and administrative titles. Distinguish between official titles and purely descriptive titles (e.g., Maintenance Supervisor David Turney; maintenance employee David Turney).
  • The latest discovery by Professor Elizabeth Barkley
  • …music professor Elizabeth Barkley…
  • Elizabeth Barkley, professor of music, says…
Voice mail
Two words

Web
Always capitalized when referring to the World Wide Web
 

Photos and Digital Images

Foothill College does not have a staff photographer, but we do maintain a database of photography for general use by college communicators. Photography is a powerful communication tool and we offer these guidelines:

  • Use high quality photography whenever possible. Poor quality photography-photos that are badly exposed, composed, focused, cropped or color-balanced-undermines good writing and design.
  • Do not use photos from websites for print publications. It's easy to convert high-resolution print-ready photos to lower resolution photos for the Web, but impossible to turn low-resolution Web photos into high quality print photos. Web photos should be 72 d.p.i., photos for newsprint should be 100 - 150 d.p.i. and photos for full-color print reproduction should be 300 d.p.i.
  • Be careful when saving JPEG images, particularly for online use. Saving as a JPEG should be the last step in image editing. Saving as a JPEG removes data from the image each time; successive saves will degrade an image quickly. Always keep a TIF or PSD version available if additional edits are needed.
  • Use photos of outcomes whenever possible, not administrators. Great photos tell stories.
  • Select photos based on audience. If the audience is parents, include photos of Foothill families. For alumni, show current students and faculty, particularly those engaged in academic or public outreach activities.
  • Choose photos that emphasize people, particularly students. Close-ups of people with a sense of place are often best.
  • Faces are the most powerful magnet for grabbing attention, as in the case of magazines in a news stand, but scenery can be very powerful under the right circumstances. The question is the intended effect. Do you want your publication to stand out amidst clutter and compel attention, or do you want it to activate a sense memory in viewers and ask them to see themselves in the picture? The former makes them stop, the latter makes them remember. They both invite participation, but on different levels.
  • Some campus buildings, such as the Student Services Building, photograph well. Others do not. The angle of of a photo, lighting, and presence of people in the frame can make tremendous differences in the quality and appeal of an architectural photo.
  • Be aware of copyright laws that govern the use photographic, illustrative and graphic images. Generally speaking, we may only publish images that the college owns; that the college has purchased rights to use; that the artist has us given permission to use; or that are in the public domain. We may not copy images from books, newspapers, magazines, or other publications, or download protected images from the Web. Go to http://www.copyright.gov for more detailed information about copyright restrictions.
The Marketing and Communications staff can advise you on how to use photography most effectively to meet your goals. The department can also help you hire a photographer and coordinate a photo shoot to help meet your projects objectives.
Top of page November 16, 2012