Information and Guidelines
The Publications Office is an office within the Division of Institutional Advancement. The office is staffed by:

The Assistant Director is your first point of contact for any print request. Call 882-8224 for an appointment, if necessary. If you cannot reach the Assistant Director, contact the Graphic Designer.

We produce all of the following major publications on a regular basis:

  • Undergraduate and Graduate Catalogs
  • Academic Course Schedules: Fall, Spring and Summer printed booklets
  • Admissions marketing materials for prospective students
  • Campus newsletters
  • Event invitations, programs, name tags, signage
  • Posters promoting campus events
  • Certificates and diplomas
  • Newspaper print advertisements
  • Direct mail pieces for major campaigns
  • ... and approximately 400 other publications annually to recruit new students and provide information to the community about UTB/TSC

We want to develop a good working relationship between your office and ours. By understanding your needs and objectives and helping you understand how the publications process works the appropriate deadlines, and who is responsible for each step in this process, you will get the publications you need to help promote UTB/TSC.

Types of Publications

The primary focus of our publications program is external, off-campus college relations. We concentrate our efforts on those publications that will have the greatest impact on the greatest number of people, particularly current and prospective students. In general, we are more likely to be able assist with your publication if the intended audience is external rather than on campus.

Of the several hundred publications a year we produce, dozens may be in different stages of production at any given time. Many publications are on annual production schedules.

We produce the publications in such a way that a commercial printer has the files formatted in the proper way for printing. The different types of work we do includes:

  • Design major College publications
  • Design advertisements for various media
  • Design posters, displays, and signage of various sizes
  • Create graphic identities, symbols, and logos for institutional programs
  • Edit copy
  • Assist with planning publication needs
  • Request and plan photographs for publications
  • Write specifications to submit printing projects for bid
  • Obtain price quotes from area printers
  • Oversee production and printing

Our publications team can provide any or all of these services on most projects. At times of heavy scheduling we must set priorities that may prevent us from being able to accept some projects. Those projects that are of major importance to UTB/TSC institution-wide, such as the catalog and admission marketing publications, have priority. If our workload does not permit us to take on a project, we may be able to suggest options or provide more limited service.

Priorities

In order to best serve institution-wide needs, the following priorities have been established:

  1. Projects necessary to meet the UTB/TSC overall mission
  2. Divisional projects that impact a major segment of our student, faculty or staff population
  3. Departmental projects and promotional pieces geared for an off-campus population
  4. Smaller projects that convey UTB/TSC’s image to the public
  5. Projects that may be university-related but not college-sponsored and projects targeted for on-campus distribution

Estimated timelines

We want to make sure your publications are ready at the time you need them. When you are considering doing a publication, figure the maximum average days the publication could take to produce, and work backward to when you should bring your request to the Publications Office.

  1. Editing, research, copywriting – 1-4 working days
  2. Production and design – 5-8 working days
  3. Proofreading – 3-5 working days
  4. Corrections and printer-ready production – 1-3 working days*
  5. Printing 7-10 working days**

*If significant changes are made after the publication is in production, we go back to step 2.
**Printing times may vary based on whether the job can be done on campus, uses color, if blueline proofs are requested, etc.

Standards

The UTB/TSC Publications Office is responsible for the quality and production of University publications. The goal of the publications team is to maintain consistency and accuracy and to provide a positive identity for UTB/TSC. The Publications Office ensures that University publications are seen by the general public:

  • represent the responsible use of institutional funds.
  • are consistent with institutional editorial and graphic standards in content, design and purpose.
  • contain language and graphics that fairly represent gender, age and ethnicity.
  • serve the overall goals and objectives of UTB/TSC.

Planning and production

Call the Publications Office at 882-8224, early in the planning stages of your publication to discuss your needs. Allow sufficient time for editing, typesetting, designing, bidding, and printing of your publication. The publications office will fill out a Publication Request Form to schedule time for producing the publication ­ on time and within budget.

Before you request a publication, make sure you have …

  • the budget available and budget authority approval.
  • determined the target audience for your publication.
  • written your message, and have it approved by your director, department chair, or dean, or whoever you think needs to review it.
  • determined your deadline for needing the publication.
  • decided on a plan for distribution of the publication.

Thoughtful consideration of these factors will improve the effectiveness of your publication.
Here’s what is involved:

  • Time: While the complexity of jobs varies, most publications require one to six weeks from the time we receive the original copy until printed copies are delivered.
  • Costs: The Publications Office provides planning, editing, designing and typesetting at no charge. However, the office originating the publication request must pay the costs of printing, binding, and other production services, unless other payment arrangements have been made in advance with the Assistant Director. Those requesting publications not paid for by the Publications Office must provide Budget Authority approval before production can begin.
  • Copy and Content: The office or department seeking a printed piece is responsible for providing the original, accurate content for the publication. Submit it to us in text format, preferably Microsoft Word. It is very important that your content has been reviewed by your supervisor, whether it be a Department Chair, Director, Dean or other administrative level, PRIOR to submission to the Publications Office. Review and approval of content after design has started is costly, cause delays and is a waste of our time. The Publications staff will edit a draft copy for style. Please proofread the content carefully.
  • Approval: Publication proofs are attached to all review copies of the manuscript, including the final proof. Final approval of information rests with the department or office initiating the request.
  • Schedule: As a rule, publications are logged onto the production schedule on a first-come, first-served basis. Items already on the schedule have priority over rush jobs. When several publications with tight deadlines are requested, the priority list is followed. See Priorities.

Photography

When submitting photos for publicity or publications use, here are a few journalistic and artistic criteria to keep in mind:

  • To set up up appointments for photographs, contact Juan Miguel Gonzalez, Photographer, Media Services, at 882-8996.
  • Photos should have a clear center of interest.
  • They should look natural, i.e., real people doing real things, not gazing blankly into space, lined up against a wall or pretending to be busy.
  • Photos should be relevant to your program or event.
  • Focus on individuals, not crowds. Every face should be at least the size of a dime.

Printing

UTB/TSC Printing Services keeps certain paper stocks and sizes on hand and can complete many print jobs. Printing projects done on campus are limited to spot colors. You will be provided the Printing Services request form and will be responsible for obtaining your job when completed. Projects produced by the Publications Office that exceed the capabilities of Printing Services are placed with commercial printing vendors. We follow the bid process established by the State of Texas and the UTB/TSC Purchasing Office.

Mailing

UTB/TSC has bulk mailing and business reply permits which may be used for College-related projects only. When using the bulk mail permit, the 80 Fort Brown. A return address must be used. UTB/TSC maintains a contract with an area firm to provide mail services such as labeling, sorting, inserting, etc. at individual department's expense. Contact Mail Services at 882-5935 for details.

What is the proper writing style?

To assure the quality and consistency of UTB/TSC’s publications, we follow established graphic and editorial standards based on widely accepted reference works, such as the Associated Press Stylebook and the Chicago Manual of Style, as well as several editorial recommendations specific to UTB/TSC. We follow many of the guidelines outlined by The University of Texas System Office of Public Affairs, and follow a set of guidelines that govern the use of the University graphic elements and seal.
 

Publications Home Page

The University of Texas at Brownsville and Texas Southmost College
Publications Office, 80 Fort Brown
Brownsville, Texas 78520
(956) 882-8224 * Fax (956)  882-7999
Contact Norma E. Rodriguez, Assistant Director