Working with College Communications

College Communications: Telling the Metro State story

The Metro State Office of College Communications works closely with faculty, staff, alumni and students to share "the Metro State story" with various audiences. We are responsible for coordinating, writing, editing, designing and overseeing the print and Web projects used in the advancement of Metro State.

Our writers, editors, designers and production specialists have extensive experience in print and electronic messaging and production. We work with different departments throughout the College to help produce marketing and informational materials that clearly communicate your message while enhancing Metro State’s brand and position in the marketplace.

What can College Communications do for you?

We can produce your project from concept through printing or launch, or help you with any part of the process. For example, we can design a brochure from text you supply or help you develop your own message by working with you to clarify your needs and perfect your text. We can procure cost estimates from printers and design your materials. And we will ensure that the results meet professional standards and are in compliance with Metro State graphic, editorial and integrated marketing standards.

College Communications is available to work on Metro State projects only. Therefore, the College logo must be displayed on all projects produced by College Communications. We are not responsible for proofing projects produced outside our office.

If you need a brochure, want to publicize an on-campus event, need help designing a newsletter or have a Web project, please come to us.

What Our Experts Do

• Meet with you as soon as possible after receiving your work order to discuss the concept, goals and audience for your project and to set up a production schedule.
• For Web projects, we assess your project and direct you to the College resources appropriate to your specific needs.
• Write, edit and design the publication to best meet your needs, schedule and budget. We will make recommendations about messages, graphics, type fonts, paper and ink colors.
• Assist you in choosing photos or graphics for the project when necessary.
• Keep you informed of the progress on your project and request your approval at appropriate points.
• Work with the printer to ensure that project specifications are followed and that the schedule is maintained.

What You Do

• Allow enough time for the project to be completed in a quality manner.
• Allocate time to accommodate project deadlines (while your project is in production and while printing).
• Provide a hard copy and electronic copy of your draft text or design.
• Return the project on schedule when it is in your hands for review and proofreading.
• Carefully check the final copy and design before the project goes to production. Changes after that can be expensive and will most likely delay the project.
• Make appointments with your Office of College Communications contacts before coming to our office. This ensures that we are in the office and available to give you the time and attention you deserve.

Requesting a Project from College Communications

Read on about how to get your project started. Once you initiate the process, a staff member will meet with you within one week to discuss your project and outline how our office can help. The sooner you get your request in, the sooner we can help you.

Getting Started

1. Allow enough time. Most publications need two to four weeks from the time we receive the copy to the delivery of printed copies. Small projects may take less time; major projects will take longer.
2. Complete a Project Initiation Form.
1. Use the Project Initiation Form online or contact Augie Maestas (303-556-5156 or maestaug@mscd.edu) to get a form.
2. The Project Initiation Form has been designed to assist you in deciding what type of communications piece you would like (brochure, letterhead, banners, etc.), key messages, target audience, color, cost, who will proof the material, etc. If you have any questions about the form, please contact Augie Maestas or Julie Strasheim (303-556-5135 or strashej@mscd.edu)
3. Send the completed Project Initiation Form to college communications (submit online, by e-mail, fax or hand deliver) and make sure to have your name, FOAP, department and contact information on the form.
3. The marketing and communications coordinator will contact you for an initial meeting within one week of receiving the Project Initiation Form. Your project will then be assigned to a writer/editor and/or designer. Note: If we can't accommodate your proposal for any reason, we will refer you to an approved Metro State freelancer.
4. We require that all materials, including the copy, graphics and available photos, be brought to the initial meeting.
5. Following the initial meeting, we will set up a production schedule and estimated cost. This schedule will provide a list of deadlines for your project and will be signed by both your department and the Office of College Communications.
1. Once you sign the timeline, you agree to follow the deadlines that pertain to you.
2. You agree to the estimated cost.
3. If there is a missed deadline, you will be notified and also told of any delay in the process that may result.

Once Your Project is in Progress

1. We ask that you be available for quick responses in the event that college communications has any questions for you. If you are going to be out of the office, let us know whom we can contact in your absence.
2. If you have provided text, our staff will edit it for grammar, punctuation, usage, consistency, clarity, conciseness and adherence to AP style. Text that will appear on the Web also will be edited for Web readability and scannability. Fact-checking is the client’s responsibility. If you have not provided text, our staff will work with you on writing a first draft.
3. The edited text or first draft is provided to you for review. You should discuss questions or concerns about text changes with the writer or project coordinator.
4. When proofs are sent to you, return them to college communications by the date on the timeline. If there is no response, college communications will not be able to meet the agreed deadline.
5. After you has reviewed and approved the edits, a designer will work with you on the project.
6. A design draft is provided to you. You should discuss questions or concerns about designs with the project coordinator and/or designer.
7. Cost estimates are solicited from printers and will be presented to you.
8. Project is provided to the printer, who generally requires one and a half to two weeks to print.
9. Our staff proofreads and reviews draft "blue-lines" from the printer.
10. The completed project is delivered to you.
11. If any questions come up during the course of the project, contact Augie Maestas (303-556-5156 or maestaug@mscd.edu) or Julie Strasheim (303-556-5135 or strashej@mscd.edu).