The External Affairs Office at the University of South Carolina Aiken is responsible for the consistent graphic and editorial presentation of USCA to all internal and external publics. Quality communications enhance the University’s image and help relate USCA’s mission more effectively to parents, faculty, alumni, potential donors, prospective students and the general public.

If you are planning a publication that is targeted to, or could reach, an external public, please work with the external affairs staff to ensure that the finished project best represents you, your department and USCA. Professional editorial and design assistance is free of charge, and is available for purely internal projects as well, if time and resources permit.

• Scheduling

The External Affairs Office coordinates most publications work generated by the academic units and the administrative offices on campus. Because the work volume is cyclical, it is difficult to predict how long a given project will take. If possible, the External Affairs Office prefers two weeks notice, even on simpler jobs, because of the time needed to phase a project into the production schedule. This also permits adequate time for editing, designing, proofing, and printing. More complex jobs can require much longer lead time. The best precaution is to provide notice at the earliest opportunity.

• Preparation of Copy

Copy on a Disk

The External Affairs Office strongly prefers to receive all editorial copy on a 3 ½” IBM compatible disk, typed in Word or submitted via e-mail. Other word processing systems may be compatible, but please check first if you are not using Word. You should also submit a hard copy printout of the information with your disk.

The External Affairs Office convert most copy into a format compatible with available desktop publishing systems. To facilitate this conversion, your copy should be prepared as follows:

•Please single space all copy, using a one-inch margin on all sides. Please do not use ALL CAPS.
•Use paragraph tabs or blank lines to indicate copy breaks.
•Do not otherwise use tabs or indents, or use columns or tabulated charts. They do not convert easily into desktop publishing.

Please keep in mind that the information you provide does not need to look like the layout of the final printed piece. Copy will be graphically manipulated after it has been converted for desktop publishing.

Manuscript Copy

If your copy cannot be submitted on disk, the following guidelines apply for typed manuscripts:

• Please double-space all copy on 8 ½” x 11” paper, leaving margins of at least one-inch on all sides. This ensures adequate space for editing, and makes the text much easier for the typesetter to read.
• Do not type using ALL CAPS, bold, italic or underlining. Simply make a handwritten note highlighting copy points that require graphic emphasis.

• Client Input

The External Affairs Office wants to ensure that your publication best represents you and your department. It is our mission to help create appealing, effective publications for the campus community.

When initiating a new or major project, we suggest you call the External Affairs Office at 803-641-3448 and request a meeting. This allows us to get together and gather information about the publication: its purpose, intended audience, budget considerations, possible formats, etc. A meeting of this type is the best way to obtain input from you before editing or design time is spent on your project. Such a meeting should also be requested for an existing publication, if extensive changes are necessary, or if the existing format could be improved.

• Production

Once the parameters of a project have been established, the Public Information staff will begin “hands on” work. What follows is a description of the production flow for a typical job:

EDITING:
Editing ensures that submitted copy is appropriate and follows Associated Press (AP) style rules. Any questions regarding copy are resolved and additional pertinent information is researched if necessary.

DESIGN:
This is one of the most important and time-consuming stages. It involves formulating an effective visual communications strategy, and developing the concept using layout, photography, illustration, or related graphics. Paper stock and ink specifications are determined at this time.

TYPESETTING and/or CONVERSION:
Typesetting may be required if copy is submitted on disk. Conversion may be necessary if the disk copy is incompatible with Public Information’s software.

PROOFING/REVIEW:
You are responsible for the final proofing and approval of your copy. Copy corrections or alterations should be indicated. Please remember that extensive changes or delays in returning the proof could delay the final delivery of the print job.

• Printing

When a job reaches the camera-ready stage, the actual printing process may begin. If your printing can be handled on campus, both the External Affairs Office and the USC Print Shop staff will work with you to get the job done as efficiently and economically as possible. If the printing requirements are outside the scope of the USC Print Shop’s capabilities, the External Affairs Office will determine printing specifications and obtain printing bids from off-campus vendors.

• Name/Logo Usage

Use of the University of South Carolina Aiken name and logo are controlled to prevent unauthorized or graphically inappropriate applications. As stated in USCA Policy #111, the appropriate use of the University name is “University of South Carolina Aiken,” “USC Aiken,” or “USCA.”

• A Final Note

Electronic publishing has greatly enhanced the services and capabilities of the External Affairs Office. Staff members are currently producing publications in a more timely and efficient manner than ever before.

With these strides has come a proliferation of desktop design software. With non-professional electronic design is certainly possible, it is rarely acceptable in publications distributed to external constituencies.

• For More Information

For additional information on producing USCA publications or clarification on any points mentioned in this brochure, please contact the External Affairs Office, Pickens-Salley House, or call Deidre Martin at 803-641-3448.