Producing Your Publication

For all NSU print jobs, a Printing and Publications editor will check for NSU style, spelling, grammar, consistency, and compliance with external agencies. The editor's general familiarity with the university may enable him or her to catch factual errors, but the job author/client is ultimately responsible for ensuring that the document is accurate. All copy is edited so it is consistent with the style defined in the NSU Style Manual. 

Indicating changes on a PDF will help to save time and money in the publication production process. View this video to learn how to annotate a PDF.

Time is money. Make any corrections and changes early in the process. Carefully read and review body text, headlines, picture information, readouts, and other copy elements. Check the spelling of names and telephone numbers to make sure they are correct.

Compile notes from your team as needed, and submit a single annotated PDF. Keep review rounds to a minimum.

Remember, the final proof shows the piece exactly as it will be printed. It is the last possible opportunity for corrections, but all effort should be made to avoid late changes.

Here are some ideas to consider when preparing copy for your printed product. Another great resource is the voice section of NSU's brand site.

• Start with an outline.
• Be concise and clear.
• Use simple and direct language with easy-to-read words.
• Use professional diction or tone. (Avoid slang unless absolutely appropriate.)
• Support your text with strong titles and descriptive headlines and subheads.
• Put the most important information at the beginning of the piece.
• Make sure all the information is accurate.
• Write for the target audience and to its level of expertise.
• Use examples to illustrate your points.
• Note that sentences of differing lengths and construction styles help to emphasize concepts.
• Use proper paragraph development (topic, details, close).
• Avoid editorializing. Use attribution and direct quotations to convey opinions.

When proofing copy, consider the following:

• Is the messaging clear and concise?
• Is the copy appropriate for the target audience and channel?
• Is the desired next step clear and appealing?

Also, make sure to

• eliminate redundancies
• check for spelling errors with spell-check programs and a dictionary
• double-check hyphenation of prefixes and use correct, consistent capitalization
• watch for balanced sentence length
• be consistent in the use of first, second, and third person
• check content
  • Is information accurate and complete?
  • Is quoted material verbatim and referenced appropriately?
  • Are paraphrases accurate?
  • Will future events become past events by the date of publication?
• skim the entire document to get a sense of the layout and content
• check for format consistency in headlines, capitalization, centering, margins, and line spacing
• check spelling (again), punctuation, and grammar after edits (Pay particular attention to little details, such as NSU's boilerplate, addresses, telephone numbers, and people's names.)
• cross-check mathematical equations
• cross-reference page numbers with table of contents’ listings, and review reference numbers
• watch for missing words
• be consistent with the use of singular and plural
• read fine print or statistical copy out loud to another person
• check all editorial changes against the original copy
• make sure apostrophes are all the same style
• check your advertisement size against the publication's order form or rate guide specifications
• verify that the NSU logo, appropriate accreditation statement, and notice of nondiscrimination are included (if necessary)
• check headlines and subheads for content, length, and consistency of typeface
• avoid awkward hyphenations or individual words or letters at the end of lines and paragraphs

Additionally, watch for basic NSU Style errors.

• Bullets should not start with a capital letter unless the word commands it or the information is presented as a full sentence.
• Look for proper rendering of numbers—nine and below are spelled out, 10 and above should be numerals. (Any exceptions are listed in NSU’s Style Manual.)
• Provide directions in addresses. Spell out compass directions. Do not put periods in direction abbreviations such as NE, SE, etc.
• Time designations are in lowercase and take periods—a.m., p.m., noon.
• Spell out the word “percent” (e.g., 12 percent).
• Use proper dates (day, month, and year) in titles, mastheads, etc.
• Follow consistent style when writing phone numbers.
  • Parentheses are used around area codes—(954) 555-1212.
  • Extensions are separated by a comma—(954) 555-1212, ext. 21234.
  • Hyphens are used for toll-free numbers and don’t include
    
    

Consider the following:

• Submit only high-resolution digital images (no low-res images taken from Web sites) that have good contrasting tones. A dark photograph reproduces poorly in print.
• Send photos that clearly show people's faces, activity, and people with appropriate expressions.
• Any needed photo shoots are arranged by, and art directed by, a PR/Marketing staff member.

Turnaround times are based on the amount and condition of the text provided, as well as the complexity of the design. Times may vary based on the number of proofs and design revisions required. Manage planning and expectations by visiting nova.edu/prmc/creative-services.html for specific guidelines.