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Started in 2001, The Office of University Promotion and Outreach is the University's in-house marketing department, and offers design, writing, and event planning services. The department produces print and online collateral for a variety of academic and administrative areas, and ensures that all work is designed and written to align with University style. The office produces approximately 2,000 publications each year, ranging in size and scope—from small postcards, to multi-page brochures.
For a sample of work produced by Promotion and Outreach, please click here.
The Office's work has been widely recognized by external organizations for its quality of design, copy, and overall presentation.
Q: How do I request a publication from Promotion and Outreach?
A: To request a publication, please fill out our online form.
Q: What information do I need to have available when I request a publication?
A: When requesting a publication, the following information is necessary:
- What is the piece? (i.e., a flyer, a tri-fold brochure, a sign, a booklet)
- Is the piece one in a series of other pieces? If so, what are the components of the series?
- What is the quantity for the publication?
- This is one of the most important pieces of information, and having it when you request the publication will help move your publication along. Not having the quantity for a publication may impact the timing of the publication, as a large quantity—even for a flyer or postcard—means that a piece needs to be printed by an outside printer, which takes a minimum of 10 business days.
- Who is the audience for the publication?
- What is the goal of the piece?
- Does your publication promote an event that has Web registration? (Please note that OITR should be contacted for Web site and Web registration needs as soon as you know that you want a Web registration option.)
- Where do you want the piece delivered?
- Do you have a budget for the publication? If so, what is the budget number for the publication?
- Will you need to mail the piece?
- If so, will you be putting the piece in an envelope or will you want a self-mailer?
- Do you want to mail the piece first class or bulk? (For more information about mailing, click here.
- Will you need a Business Reply Envelope and/or response card in the piece?
- Will you need supplementary materials after the piece is produced? (i.e., registration forms, day of event programs, etc.)
Q: How should I submit copy to Promotion and Outreach?
A: Copy should be submitted in one comprehensive Microsoft Word document that can be emailed to the Traffic and Production Manager. Please do not submit copy in the body of an email, and do not submit copy as a series of documents.
It is not necessary to design or format your copy. When we receive the copy, we will work with it to put it in the format discussed for your piece.
You can also submit a summary of copy points, or a copy outline, and the copywriters in Promotion and Outreach will develop it into fully written copy. Please discuss your copy needs with the Traffic and Production Manager.
Q: How do I submit any artwork (photographs, logos, etc.) to Promotion and Outreach?
A: We cannot accept images that are pulled from the Web due to both copyright issues as well as print quality concerns. Art should be submitted electronically as a JPG, TIF, or EPS file at 300 dpi. We can also accept hard copy photographs to scan, although our ability to use them may be impacted by the quality of the photograph.
If you need assistance determining if your art is of high enough quality to use, please contact the office and we will assist you.
Please also note that we maintain a comprehensive photography and art library and may be able to assist you with our own resources.
Q: How long will it take me to get my publication printed and in hand?
A:
Most publications take approximately six weeks, from the time that Promotion and Outreach receives either copy from you or copy points with which to develop copy. Six weeks is a standard turnaround time for publications such as postcards, small brochures, and flyers. Certain publications such as newsletters, larger brochures, and booklets will take longer than six weeks, and may take as long as 12-14 weeks.
Please note that the schedule provided to you by the Traffic and Production Manager assumes that all deadlines will be met by both Promotion and Outreach, as well as your area. Returning proofs late will delay the final delivery date, depending on the other projects in the office at the time.
Q: Why do you need that much time to produce a flyer or postcard?
A:
Our schedule allows you and Promotion and Outreach enough time to ensure the following:
- That the copy you want is included in the publication and that it is accurate and within University style
- That the design and layout meet the goals of your piece and will be relevant to the audience for the piece
- That anyone in your area who needs to review it has the opportunity to do so
- That the Promotion and Outreach team has time to incorporate your changes, and check that they have been made
- That the printer has enough time to print a publication, normally 10 business days.
Q: Who or Where will my publication be printed, and how long will is take once it is given final approval?
A:
Promotion and Outreach works with a queue of external printers who have the capability to print your publications. They request a minimum of 10 days to allow enough time to set up their presses, print the publication, allow the publication to dry, and finish (i.e. fold or cut) the publication.
Promotion and Outreach evaluates their printer list on an ongoing basis to ensure that we employ the most efficient, effective, and customer-friendly printers in the New York area.
Q: What is the best way to communicate changes I may have when I see a proof of my publication?
A: The Traffic and Production manager will ask you if you prefer to receive a hard copy proof delivered to the on-campus location of your choice, or a PDF proof delivered to you via email.
If you receive a PDF proof, you are not expected to alter the electronic file. You can communicate changes via email. We will not accept changes communicated via phone or voice message, to ensure clarity and efficiency.
If you receive a hard copy proof, you can mark up changes on that proof. Please note that any longer additions should be submitted electronically in a Microsoft Word document to expedite the process.
Q: You sent me a PDF proof and my computer is going crazy. What happened?
A: All University computers—and most home computers—are equipped with Acrobat Reader, a free program that gives you the ability to open a PDF.
If you clicked on "View Attachment" or "View in New Window", this is why your computer is acting up. If you just click, then you will be unable to open the PDF proof and your computer may freeze, if the attachment is large.
You should save the PDF on your computer by right clicking and selecting "Save As." The file will be saved onto your desktop and then you can double click it to open it.
Q: I would like my piece to look a certain way, but the proof you gave me looks nothing like what we talked about. Why?
A: Promotion and Outreach's primary function is to ensure that all work produced conforms and conveys University style. There are ways to work within University style to produce a unique and relevant look for your piece, and we encourage you to communicate the style of pieces you prefer so that we can understand your needs.
Please note that to ensure a cohesive University look, there are certain parameters in place, including—but not limited to:
- All pieces will include Adelphi's colors (brown and gold) somewhere on the piece
- Any piece for an academic department/program will prominently feature the color of that department or program's school. Each School color was discussed and chosen in conjunction with the deans.
- Any piece for an academic department/program will prominently feature the color of that department or program's school. Each School color was discussed and chosen in conjunction with the deans.
- For a list of each school's color and more information, please click here.
- All pieces must include the Adelphi University logo
- All pieces must use an approved suite of fonts, based on the current University style.
Q: I've already looked at 3 proofs of my publication and don't feel comfortable approving it without seeing another proof. What can I do?
A:
You are welcome to see as many proofs as you need to feel comfortable before approving a publication. However, be aware that each proof you review beyond the agreed upon schedule will impact the delivery date of the piece. It simply is not possible to receive a publication on the originally agreed upon date if there are changes to the schedule. Our printers have set up their presses based on the schedule we communicate to them, and they will often not be able to move the publication directly into printing if there is any delay on our end.
Q: Can you put my piece on the Web once it's printed?
A:
Please contact the Web Team (webteam@adelphi.edu) to discuss any needs for your Web site.
Q: I have heard your office provides giveaways—folders, pens, notepads, etc.—can I have some?
A:
If you are hosting prospective students, or outreaching to faculty/high school students, Promotion and Outreach can supply you with promotional items, depending on how many you need as well as our current inventory.
If you need to order promotional items over a quantity of 500, or have a need beyond our inventory, then it is best to contact a promotional item vendor. Please contact Christine Raio, who can provide assistance or direct you to an outside vendor.
Q: You made the invitation and program for my conference. Can you make the nametags, too?
A:
We do not produce nametags for individual conferences. You can order name badges from Staples. When you order, you can ask for Avery 5395 White Adhesive Name Badges. They come 400 to a box.
Q: I need to send the Adelphi logo to a vendor. Can you help?
A:
To download a copy of the logo please click here.
Q: I would like to place an ad in Newsday. Can you assist me with this?
A:
Advertising plans for the year are determined with the dean of each individual College or School. Please speak with your dean or director about any advertising needs and have them contact Promotion and Outreach directly.
Please note that we will not fund space that is reserved by individual departments.
For employment advertising needs, please contact Office of Human Resources; Promotion and Outreach does not handle these requests.
Q: Do you produce letterhead or business cards?
A:
For letterhead, envelopes, and business cards, please contact the Service Bureau, who can assist you with these items. Please note, the University's visual style includes templates for letterhead, envelopes, and business cards.
Q: How/Where do I request a campus visit?
A: To request a campus visit, please fill out our online form.
Q: How/Where do I request promotional items?
A: To request promotional items, please fill out our online form.
Q: How long would it take to produce an email?
A: This process would take approximately 2-3 weeks from concept to development.
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Contact
For additional information, please contact:
University Promotion and Outreach
Levermore Hall, Room 206
Adelphi University
P.O. Box 701
Garden City, NY 11530-0701
p - 516.877.3690
f - 516.877.3463
This page last modified on October 21, 2009.
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