Section 4
     Tennessee law requires all colleges and universities in the Tennessee Board of Regents system to monitor the quality and cost of all publications produced by the institution and to maintain records on all publications.  The Tennessee Higher Education Publications Advisory Committee has outlined procedures for implementing these requirements in a booklet entitled "Printing & Publishing Guide" (The Tennessee Higher Education Commission, 1990).
     Rules and regulations governing the printing of publications include the requirement to assign a number to all publications produced for distribution outside the institution (and certain publications that are not normally produced for outside distribution).  Since most publications produced by ETSU departments and organizations are distributed off-campus, most require a publications number, whether they are printed by the University Press, prepared and photocopied in individual departments, or printed by commercial printers.
     Examples of publications requiring a publications number (which we refer to as the "TBR number") are:      Some examples of publications that do not require a TBR number are newspapers, newsletters and yearbooks prepared by students; instructional materials for classroom use; work processing forms for internal use; and tickets for cultural and athletic events.
     Publications requiring a TBR number must also include the university logo, the statement identifying ETSU as a Tennessee Board of Regents institution, and the university's Equal Employment Opportunity statement.  This information may be formatted in different ways, depending on available space, size and design of the publication.  Typically, this information is written in a format similar to that shown below:
 

Some larger publications (e.g. catalogs, recruitment brochures, magazines) may include a separate paragraph identifying the Tennessee Board of Regents and its institutional makeup, along with a list of current TBR members.  University Press/University Relations personnel determine when the inclusion of this additional information is appropriate and are responsible for making sure it is included in the publication.
 

TYPES OF PUBLICATIONS

     University publications fall into four basic categories in terms of how they are printed.  These categories are:
 

     All publications requiring a TBR number must be reviewed and approved before they are released for printing.  This regulation applies equally to all publications, regardless of where they are printed and regardless of funding sources -- state, grant or private.
     This review is performed by staff at the University Press/University Relations.  All publications must be initiated at the University Press, and in cases in which publications cannot be printed at the University Press, the Manager of the University Press or Director of University Relations must sign a statement of release to permit these publications to be printed off-campus (see IV below).  Procedures for initiating and processing the different types of publications are as follows:
 
PROCEDURES FOR INITIATING A PUBLICATION
 

1. Publications Designed, Typeset and Printed at the University Press

Procedure to Initiate Jobs – Quick Copy
     Quick Copy (439-7384) accepts orders by mail (Box 70633) or by personal delivery.  All orders are initiated by a University Press Departmental Requisition (these can be obtained at the University Press in packs of 50 for a nominal cost).
     The customer must complete the customer information section of the University Press Departmental Requisition.  Please make sure it is signed.  If you know your exact order, please fill out that section of the requisition.  Most Quick Copy can be estimated from Quick Copy price lists, which are regularly distributed.  Then mail or bring the requisition to the Quick Copy center, lower level, Sam Wilson Hall.  If you need help completing the requisition, please call 439-7384 and we will be happy to help you with specifications and estimates.
     Once the job is requested and an estimate is given, funds are encumbered by the Office of the Comptroller and work commences.  If required, proofs are provided to customers, and approvals are required before printing.  The Manager of the University Press can determine which publications require a TBR publication number.  These jobs will be edited and proofread (please see sub-sections 2 and 3 below).
     Customers are called when the job is finished and are responsible for pickup.  Departments are notified of the actual cost of the job upon receipt of the pink copy of the University Press requisition.  This copy is mailed to departments by the University Press.  The yellow copy is sent to the Office of the Comptroller for debiting against the department's account.
 
Procedure to Initiate Jobs – Offset Printing
     The University Press (439-4250) accepts orders by mail (Box 70633) or by personal delivery (lower level, Sam Wilson Hall).  All orders are initiated by a University Press Departmental Requisition (these can be obtained at the university press in packs of 50 for a nominal cost).
     The customer must complete the customer information section of the University Press Departmental Requisition.  Please make sure it is signed.  If you know your exact order, please fill out that section of the requisition.  Then mail or bring the requisition to the University Press.  If you need help completing the requisition, please call 439-4250 and we will be happy to help you with specifications and estimates.
     Orders other than letterhead, envelopes, and standardized forms require an estimate.  Many of these estimates can be handled by phone.  Other jobs require an appointment to discuss design, paper and printing specifications.  Please call 439- 4250 to set up an appointment.  Our preferred customer conference hours are between 10 a.m.-noon and 1:30-4:30 p.m.
     Once the job is requested and an estimate is given, funds are encumbered by the Office of the Comptroller and work commences.  If required, proofs are provided to customers.  Customers must sign a release before a job can be printed.  The Manager of the University Press will determine which jobs require a TBR publications number.  These will be edited and proofread.
     Customers are called when the job is finished and are responsible for pickup.  Departments are notified of the actual cost of the job upon receipt of the pink copy of the University Press requisition.  This copy is mailed to departments by the University Press.  The yellow copy is sent to the Office of the Comptroller for debiting against the department's account.
 
Business Reply Cards
     Business reply cards, envelopes and courtesy reply envelopes MUST BE SET UP AND PRINTED BY THE UNIVERSITY PRESS IN ORDER TO MEET POSTAL REGULATIONS.

Certificates
     Official pre-printed ETSU "blank" certificates are available in various formats for printing.  PLEASE USE OUR CERTIFICATES.

Copy Provided on Computer Disk
     For publications to be typeset at the University Press, the text copy may be submitted either as printed copy or on computer disk.  The University Press can translate disk files that have been created in commonly used word processing formats, including WordPerfect, Microsoft Word, PageMaker (MAC/IBM) and others.  If you want to submit a disk and are in doubt about whether the software program you are using is compatible, call the University Press.  Diskettes must be 3.5", high or low density.

Personal Use of University Press Services
     All employees of the university are allowed to use the University Press for any official or personal printing.  Personal printing jobs are charged to the individual and can be paid at the Office of the Comptroller by check or cash upon receipt of bill.
 

2. Publications Prepared Camera-Ready in the Department and Printed at the University Press

     Publications that are typeset and prepared to camera-ready state by the department (commonly referred to as "Desktop Publishing" publications) and printed at the University Press (on photocopier or printing press) must be brought to the University Press for review and for a TBR number assignment.
     These publications must include the ETSU logo, the Board of Regents and Equal Employment Opportunity statements, a TBR number assigned by the University Press, and, if applicable, the Americans with Disabilities Act (ADA) statement, which can be found in the "Statements" section of the University Relations Web pages.  The logo/EEO statement information can be added to the camera-ready copy before it is brought to the press, or it can be added by press staff at the time the TBR number is assigned.
     If the publication is to be printed at the press, a University Press requisition must accompany the publication before it can be printed but need not be submitted to the press until after the proofreading process has been completed.
     The steps below outline the procedures for preparing and printing a desktop publishing publication to be printed by the University Press:
 
1.  Take the proof copy (may be a raw, unfinished copy or camera-ready copy) to the University Press for review.

2.  Meet with the Editorial Assistant, who will ask you to leave a copy of the proof and fill out a Desktop Publishing Proof Form.  To complete this form, you will need to include such information as the number of copies to be printed, the departmental account number, mailing information (e.g. bulk mail, etc.), distribution (to whom the publication will be distributed).

The time needed for proofreading is as follows:

     Special situations often demand that a particular publication be proofread and approved more quickly than the above timetable prescribes.  In such cases, the Editorial Assistant makes every effort to help customers meet individual deadlines.  However, careful planning on the part of the customer to allow ample time for proofreading will help expedite the production process for all involved.
     The Editorial Assistant will review the copy and then call the department contact person when the copy is ready to be picked up.  Any corrections or editorial changes will be marked in red on the copy, and the TBR number will be assigned.

 3.  Make the changes indicated on the proof copy, add the EEO statement (if it hasn't already been added) and add the TBR number.

 4.  Return both the new proof and any prior proofs to the University Press and sign the "customer release" indication on the Desktop Publishing Proof Form if you (the customer) have determined that the publication is ready to print.  If the publication is to be printed at the University Press, bring a completed University Press Departmental Requisition along with the camera-ready copy.

 5.  The Editorial Assistant will review the proof and verify the TBR number.  If any further corrections are to be made, the Editorial Assistant will notify the department contact to pick up the second proof to make the changes.  When the Editorial Assistant has released the publication for printing, it will be immediately placed on the schedule to be printed.

     When the job is completed, the University Press will notify the department contact that the completed job is ready to pick up at the press.

3. Publications Typeset and Photocopied in the Department

     Publications that are typeset and photocopied in the department must undergo the same review process and TBR number assignment as publications printed at the University Press.  Follow the same procedures outlined above in Section 2.
     When the final copy is released for printing and the TBR number confirmed, the Editorial Assistant will notify the department contact to pick up the final copy, which may then be photocopied in the department.
     The university is required to submit copies of all publications to six designated state depository libraries.  In addition, the University Press maintains archive files on all publications produced by the university.  The responsibility for both sending publications to state libraries and maintaining the internal archives lies with the University Press.  For publications printed at the press, 10 copies of the finished publication are reserved at the press for this purpose, and additional copies are forwarded to the office of University Relations.  For publications photocopied in the department, it is the department's responsibility to send 10 copies of the finished publication to the University Press (attn. Editorial Assistant). 

4. Publications Printed Off-Campus by Commercial Printers

     All publications that are to be printed off-campus must undergo the same review process (including the assignment of a TBR number) as publications printed at the University Press.  In addition, before any publication can be printed off-campus, it must be released (by signature on the requisition) by the Manager of the University Press or the Director of University Relations.
     While it may seem logical and expedient for a department to prepare a publication and take it to a local printer to be printed, the university is responsible for monitoring all publications of the university (regardless of the funding source) and therefore does not grant the off-campus printing of any publications without prior approval.  Furthermore, the university Purchasing Department does not approve charges for off-campus printing when proper sign-off permission has not been granted.
     To secure permission to print a publication off-campus, bring a University Press Departmental Requisition to the Manager of the University Press.

STYLE GUIDELINES FOR UNIVERSITY PUBLICATIONS

     All university publications should reflect a uniform style in an effort to present a consistent image of the university.  To strive for uniformity in writing style and ease of reading, the publications segment, along with the ETSU News Bureau, follows the style established in The Associated Press Stylebook and Libel Manual.  The AP Stylebook is available in the University Bookstore, and persons responsible for writing, typesetting and general overseeing of department/organization publications should have a copy at hand for reference.
     It is important to remember that sufficient time is required to proof publications and documents, whether reviewed by the University Press or University Relations.  For general guidelines, refer to sub-section 2 under "Publications Prepared Camera-Ready in the Department and Printed at the University Press" above.  This timetable must be followed in order to produce high-quality publications that have received proper attention.  If the prescribed schedule cannot be met, please contact the University Press or the Office of University Relations as soon as possible so that the best course of action can be determined for special projects.
     For general guidelines, please refer to the "Style" section of the University Relations Web pages.


ETSU home
©1998 East Tennessee State University