Rockland Community College’s Graphic Services Department is responsible for the layout and design of all college publications and instructional materials. The department is staffed by three full-time graphic designers and one secretary with editing support from the Campus Communications Department.
Some of the jobs Graphic Services handle are class schedules, registration materials, booklets, flyers, posters, covers, forms, calendars, newsletters, ads, invitations/announcements, certificates, stationery, business cards, folders, signs, charts and graphs, maps, labels, billboards and more.
Initiating a Work Request
For any project to get started in Graphic Services requires the submission of a completed Work Request Form with the proper signatures, along with the text, photos or any art, plus any instructions attached. Incomplete requests will be returned. You can submit the text of the project on a computer disk, saved to TEXT, with a (hard) copy. (see Submitting Text)
Start Backwards! When do you need it by?
We require 2 weeks to complete the average job, longer, when the workload dictates. Another 5 working days are required for printing. Projects such as brochures, and booklets take more time. Graphics will determine the size, format, style, use of art and photography-you can supply, but we will choose if it can be used-, and the color, texture & weight of the paper.
Reprints and PDF for the WEB
Graphic Services maintains the files of originals, so when in need of a reprint, we're the place to start, with a Work Request and a sample of the job.
If you are in need of a PDF for our Web, let us know we will send it to you. Then, it is up to you to fill out a job ticket with IT and get it loaded onto the Web.
Ensure your text is accurate and complete prior to submission (not later during proofing). Last-minute changes are expensive. A seemingly small change late in the production schedule will sometimes require extensive redesign.
Submit text through email as plain text with an accompanying hard copy. All copy must be reviewed by Campus Communications where edits will take place.
Follow these guidelines when preparing your file:
(also see the Campus Communication Style Sheet)
- Use a word processing software (Microsoft Word) and save the file as text (.txt).
- Input all copy in upper and lower case, flush to the left margin, in a single-column format.
- Enter one space, not two, between sentences.
- Allow type to wrap within paragraphs. That is, do not enter returns at the end of each line; allow the computer to break lines automatically within the paragraph.
- Do not break lines with hyphens.
- Do not double space between sentences; use a single space.
- Do not underline, italicize, embolden or enter text in ALL CAPS.
- Skip a line between paragraphs instead of indenting.
- Avoid shift-returns; use paragraph (hard) returns.
- Enter Tab with one tab. Do not try to line up. We will format after translation.
- Number all pages of your paper copy.
Style Sheet for College Publications
To promote consistency and accuracy in our College publications, Campus Communications has created a style sheet that includes information about punctuation, spelling and usage for frequently used words and items particular to RCC. This style sheet is generally based on "The Associated Press (AP) Stylebook."
Before submitting materials to Campus Communications for approval, please review your document to ensure that it conforms to the style sheet. Also, do spell check!
Academic degrees and certificates
Associate in Arts (not Associate's in Arts) or Bachelor of Biology associate's degree, bachelor's degree (not associate or associates degree) When abbreviating, use AA (instead of A.A.), PhD (instead of Ph.D.) AAS, AS, Certificate
Area codes: Always include area codes in parentheses—(845)
When referring specifically to RCC, capitalize College, as in: "The College offers 29 degrees" and, "Rockland Community College is one of several colleges in the area that offer business programs."
Capitalize "Board of Trustees," but not trustee, except before the name used as a title. "The Board of Trustees meets once a month, and consists of ten trustees, of whom only Trustee Jones voted against the resolution."
College Facilities: Each College building has a name, therefore the word "building" is not used and is redundant.
- Student Union (not Student Union Building)
- Technology Center (not Technology Building)
- Cultural Arts Theater (not Theatre)
- Academic I, Academic II (not Academic 1 or Academic 2)
- Library Media Center (or the Library)
- Fieldhouse (not Field House or Field house) or Eugene Levy Fieldhouse
Use the building name, then Room. To avoid confusion regarding the Ellipse, write: Technology Center, Ellipse (Room 8180).
- Use numbers without st, nd, rd or th. i.e.July 4, 2009, not July 4th, 2009.
- Use day of the week, comma, then month, date, comma, and finally year when needed. Today's date is Thursday, July 2, 2009.
- Month-year combinations don't require commas: He began teaching in July 2009 (not July, 2009).
- Use an apostrophe to indicate numbers from a year that are left out (the year '99). There is no apostrophe before an s (1990s).
Capitalize official names of divisions and departments.
Certain divisions have a particular style, for example: Center for Personal & Professional Development (use "&" instead of "and") Sam Draper Mentor/Talented Student Honors Program or M/TS Program for short
Records & Registration (not "Records")
Em dash (—): The em dash is longer than an en dash or hyphen. Use an em dash to denote an abrupt change in thought, set off a parenthetical expression or introduce a summary phrase.
En dash (–): Use an en dash (or hyphen) to indicate continuing or inclusive numbers in dates, times or reference numbers. Examples: 2000-01, 8 am-5 pm, pages 12-18.
- The first time you refer to someone, use his or her full name, followed by the title (capitalized unless it is generic such as "adjunct faculty"). If he has an earned doctorate, use that over professor. Thereafter, use the last name preceded by Professor or Dr. James Smith, PhD, Professor of English, thereafter Dr. Smith (not Professor Dr. John Smith - don't double titles.)
- Mary Smith, EdD, Professor of Speech, is a popular teacher. Dr. Smith enjoys boating in her free time.
- John Black, adjunct faculty, Mathematics, won an award. Black will return in the Fall.
- An employee serving on a temporary basis is referred to an an INTERIM, not ACTING. Ex: Interim Dean of Enrollment
- Name of College: Rockland Community College, State University of New York. Once you have used the full name, it's O.K. to abbreviate the name as RCC.
- Numbers: Unless you are writing about credits or class hours, use numerals for numbers 10 and up, and spell out numbers one through nine. 3-credit course (not three-credit or 3 credit)
- President's name: Cliff L. Wood, EdD, President or Dr. Cliff L. Wood, President, followed by Dr. Wood.
- Junior: When using Jr., there is no comma between the name and Jr. John Block Jr., PhD, Vice-President of Finance.
- Titles of books and movies are in quotation marks.
- Names of newspapers and magazines, like Outlook and Impulse, are in italics
Quotation marks: Quoted material is enclosed in double quotation marks, and single quotation marks are used for quotations within a quotation. Periods and commas always go inside quotation marks. Other punctuation marks go inside when they are part of quoted matter and outside when they apply to a whole sentence that includes a quoted section.
List or series: Use commas to separate elements in a series. When the last two items in a series are joined by a conjunction, the final comma is often omitted if it won't cause confusion. Example: The department exceeded projections in March, April, May and August. Use semicolons to separate items in a list that already contain commas.
Time: If it is before noon, it is am (not AM), and if it is after noon, it is pm. If something occurs at 12 pm, write Noon. If both times occur before or after noon, then you only need to write the am/pm once: Time: 3-5 pm (space between hour and pm). Examples: 11 am – Noon 11:00 - 11:30 am 11:00 am – 2:00 pm
Miscellaneous Words and Titles
- E-mail: Use a hyphen (or en dash): e-mail
- Internet: Internet is always capitalized.
- It's or Its? It is it's if you are just contracting it is. But it is its when it is possessive, such as when you write: The ostrich is known for its inability to fly.
- Rockland Community College Foundation (or RCC Foundation), not preceded by SUNY.
- Website (lower case when website is within the sentence)
- Online (one word, no hyphen)
Revising Existing Publications
If you are submitting an existing publication for minor revision, you, you need not submit text on a computer disk. Simply mark revisions on a copy of the current publication in RED INK. If revisions are more extensive, but most of the current text will be retained, submit a disk with the changes only and indicate where they are to be inserted on a copy of the current publication.
For the purposes of accuracy and consistency, the Campus Communications staff retains the final editorial authority for all SUNY Rockland Community College publications.
Production Schedule Deadlines
Production schedules for major publications will include a series of deadlines for submission of text, proofing, etc. If these dates are not kept, we cannot guarantee projects will be completed on time. If text is submitted late, or another deadline is missed, the final due date will be rescheduled according to current workload and priorities.
The client is responsible for verifying accuracy of content during final proofing. Text changes at this time will delay your due date.
Doing It Yourself?
SUNY Rockland Community College publications are produced by the Graphic Services Department. Editorial and design consistency must be maintained. These publications are normally targeted for a college-wide or public audience. Check with us before starting any project, which may be regarded by the target audience as an official SUNY Rockland Publication.
|Office Location:||Library, Room 4110|
|Phone Number:||(845) 574 - 4570|
|Fax Number:||(845) 574 - 4710|
|Office Hours||Monday - Friday, 8:30 AM - 4:30 PM|