Skip to main content

Publications Guide for Student Organizations

The Syracuse University Office of Publications works with clients across campus to produce – in a timely and cost-effective manner – high-quality publications that are consistent with the University’s communicating goals.  The office is the University’s only authorized purchaser of printing and graphic services from outside sources. In addition, the office is responsible for developing and implementing publication standards for the University offices and departments.

  1. Getting Started – Planning Your Publication!

    To initiate a project, contact the client account coordinator, Melanie Ann Stopyra at She will arrange a meeting to discuss your project, your budget, and your desired delivery date.  Once a meeting has been arranged, the information you provide will help determine the job specifications for your project. Some of these specifications include: publication quantity, paper size, finish, photographic needs, use of color and other details that will help distinguish your project and determine a timeline for production and printing.
  2. Price Quote Process (usually 3-4 business days)

    Ms. Stopyra will use the resources of the Publications Office to work with you in determining the following information, which is necessary to obtain accurate price quotations from printers:

    -Colors: Black counts as one color.  The more inks used and the heavier the ink coverage, the higher the printing costs.
    -Paper stock: Paper prices can change radically in a short time.  The chosen paper stock can be a critical cost factor.
    -Artwork: The cost of your publication will vary depending on your use of black-and-white or color photos, illustrations, line drawings, charts and graphs, or other artwork.  Generally, as the quantity and complexity of artwork and the number of photos increases, so do printing costs.
    -Requests for PDF files from the printer for web use.
    -Delivery date: Projects that must be printed in a very short time period may be categorized as “rush” and may cost more to print.  Planning ahead and allowing ample time for a project can help save you money.
  3. Producing Your Publication

    Before your job is printed, you will have a final opportunity to review a printer’s proof.  The format of the printer’s proof will vary depending on the number of colors used and the complexity of your project.  This is the final step before your job is printed.  Changes at this stage can cause delays and incur additional costs.  Sign the proof slip*, on which you can indicate any necessary changes.  Usually the delivery date is 3-5 business days after the job has been reviewed and approved.

    *Each time you review a proof, you are asked to sign a “proof slip” that notes any  changes or indicates you have approved the project for printing.  By signing the proof slip, you assume responsibility for the document’s accuracy and indicate your satisfaction with the project’s design.
  4. Photography and Artwork

    An example of artwork that may best meet your needs is:
    Client-supplied images: You may already have images you’d like to include in your publication.  You may review these in your consultation meeting.
  5. File Preparation

    If you are providing a job on disk that has already been designed, you must include the screen and printer fonts used to create the document for the printer.  Include a hard copy mock-up that illustrates how the publication should appear when it is printed.

    For 4-color printing: RGB (Red, Green, Blue) and CMYK (Cyan, Magenta, Yellow, Black) are acronyms that are important to understand.  They represent color theory and color space information. Printers will require you to have your document set up in CMYK format, and all of your digital photographs in RGB format.  Converting an RGB file to a CMYK file is not difficult, but there are some important things you should know before conversion.  A helpful way to understand the process is to visit the following website:

    All pages that have a “bleed” off the edge of the page need to be saved with an extra ¼” past crop mark.