Procedure No. 28-1
The Office of Publications provides
a complete publications service to university departments,
offering expert help beginning with the planning stage
through finished product. These procedures establish
a central control for the production of printed materials
which represent Northern Illinois University to its
various publics, while at the same time allows individual
university units to produce some publications independently
under certain circumstances. According to these procedures,
"publications franchises" may be created allowing
individual university units increased control and efficiency
in communicating with their particular audiences.
- A "university publication"
is anything set in type or composed for electronic
distribution which either uses the university logo,
represents the university to a broad and largely off-campus
audience (including alumni), or invites participation
in a university program or event that commits the
university to perform an action or provide a service.
- "Cost center" means
any program, office or department which is part of
NIU either permanently or temporarily.
- "University funds"
means any funds, either appropriated, grants, bond
revenue funds, local funds or fees, which must be
handled through the university accounting system.
- "Publications services"
includes consultation (marketing and financial), editorial,
design and production, and print specification work
for university publications.
- "Informational publications"
describe university programs and policies; "promotional
publications" invite participation in university
programs or events or encourage requests for university
- A "university program or
event" is one sponsored by the university as
a whole or any of its academic or support units. Programs
or events clearly identified as being sponsored by
the club, association or student group are not included
in this definition.
University publications represent
the university to its many and varied audiences. They
must present university programs accurately and provide
clear and correct information about institutional policies.
University publications are initiated at the cost center
level. It is expected that cost centers will make the
necessary effort to ensure that the information they
convey is correct and up-to-date. University publications
are produced through the Office of Publications which
has the primary responsibility to ensure the accuracy
of information they contain concerning the university
as a whole. The publications office produces all university
publications unless they are exempt from this policy.
- The following are exempt:
- University Press publications;
- Publications produced by student
organizations with money generated by student fees;
- Research publications, including
professional journals, research proposals and reports,
newsletters, and other materials intended for a
professional or scholarly audience as long as they
do not invite participation in a university program
or event or commit the university to perform an
action or provide a service;
- Professional and technical
newsletters, brochures, reports and other publications
intended for audiences of professionals and practitioners
as long as they do not invite participation in a
university program or event or commit the university
to perform an action or provide a service.
While the aforementioned are not
required to use the services available through the
Office of Publications, they may elect to do so.
- Cost centers may request an exemption
for publications they initiate. The request will be
considered by the Vice President for Development and
University Relations staff. The decision will be based
on the resources available to the requesting cost
center, the frequency of the publication the requesting
cost center intends to do, the audience it intends
to reach, and whether the purpose of the publication
it wishes to produce is informational or promotional.
The decision may be appealed to the Vice President
for Development and University Relations and the appropriate
vice president representing the requesting cost center.
- Specific exemptions to produce
a single university publication outside the Office
of Publications may be granted by the Director of
Publications under special circumstances.
- Control and Approval
Accuracy of content in university
publications, especially those which commit the university
to perform an action or provide a service, is essential.
Responsibility for reviewing and approving university
publications for the accuracy of specific information
concerning the particular program, event, or offering
described in the publication resides in the office of
the appropriate dean or vice president to which the
initiating unit reports.
- Budget and Purchasing
- Specifications for the purchase
of off-campus printing, typesetting and design services
are prepared by the Office of Publications.
- The use of off-campus printing
services must be approved by the Office of Publications
and/or Document Services office and follow appropriate
- Priority guidelines for completion
of publications are:
First -- Publications essential
to the instructional mission of the university (e.g.
Second -- Publications representing
the university as a whole (e.g. university-wide recruitment
brochures, informational brochures, newsletters, and
Third -- Publications representing
departments and cost centers (e.g. department recruitment
brochures, office informational brochures, department
Fourth -- Publications for individuals
- In certain situations, the Office
of Publications may alter these priorities to produce
special publications which are both time critical
and important to the mission of the university.
- The Office of Publications,
working with clients, will establish required delivery
dates for all publications.
- The Office of Publications will
establish a firm delivery date only after the client
has provided all information and materials.
- It is the responsibility of the
Office of Publications to notify requesting cost centers
of anticipated delays.
- Editorial Style
- The Office of Publications
uses the University of Chicago Manual of Style for
all publications. A supplementary editorial guide
discusses editorial issues peculiar to the university.
An overall guide to University Relations is available
to all faculty and staff.
- Copy submitted to the Office
of Publications is reviewed for accuracy of information
concerning the university as a whole, consistency
of style, appropriateness of language to the intended
audience, clarity, and compliance with government
regulations. Editorial suggestions made by the Office
of Publications are approved by the appropriate cost
center. Accuracy of content specific to the program,
event, or offering is presumed to have been reviewed
by the office of the appropriate dean or vice president.
- Graphic Design
- The Office of Publications
offers a creative design service through which it
consults with the client to arrive at an appropriate
- A graphic standards guide is
used by the Office of Publications to establish a
visual identity for NlU and to achieve consistent
- The use of the university logo
must be approved by the Office of Publications.
- The university logo is the
only symbol used to represent NIU.
- The university logo always
appear as a single graphic unit. Elements of the
logo are never used alone as decorative elements.
- The university seal is used
only for diplomas, official documents, and publications
representing the president.
- The Office of Publications does
not produce art work for instructional materials.
These services are provided by the Imaging department
of the Media Services Division.
- The university stationery policy
is established for the purpose of (1) maintaining
a consistent institutional image, (2) eliminating
the many different styles of stationery, and (3) reducing
the cost of stationery. University stationery is to
be used by all cost centers.
- Exceptions may be made in cases
where an NlU program is offered in conjunction with
an organization outside the university and/or there
exists a compelling reason for separate identification.
- University business cards are
to be used for identification and communication in
official actions related to university matters. They
are intended for those who regularly interact with
off-campus individuals and groups. University business
cards follow a standard format and may include the
following information: university logo, individualís
name, official university department(s) and title(s),
campus address, office/home phone number(s), or electronic
communications (e-mail) addresses.
The Office of Publications in conjunction
with the Division of Finance and Facilities is responsible
for maintaining the graphic design system for signage
at NIU. All signage must be in compliance with mandates
contained within the legislation of the Americans with