Project Request Policy

• Our mission
• What we can do
• What we cannot do
• Requesting projects
• Download the Project Request Form (new window)
• Steps in producing a project
• The Office of Communications and Public Relations' role and clients' role in a project
• How to request print and web projects
• How to request news releases
• Project costs

Our mission

Through strategic integrated marketing, this office creates a unified image for the University and provides information through the media, the Web and print materials to a variety of constituencies in a timely and effective manner.

We are responsible for coordinating, editing, designing and overseeing the print and web publications used in the advancement of Christopher Newport University. Editors, designers and web administrators provide professional assistance with concept, editing, design, format, artwork, type specification, photo selection, time estimates and production coordination for all print and web publications.

The Office of Communications and Public Relations ensures that all university printed materials and web sites meet CNU’s visual standards and editorial style guidelines.

• Develop and distribute news releases to media outlets
• Edit and design calendars, posters, fliers, brochures, maps, folders, magazines and newsletters
• Design and develop a new web site
• Redesign and develop an existing web site
• Design and develop a temporary web site for a special event
• Take or coordinate photography for recruitment, major events, the alumni magazine and the CNU web site
• Schedule a professional photographer (cost to be billed to client)
• Loan digital camera for departmental use
• Provide the CNU logo for official University use

To maintain the highest quality and meet the volume of work handled in this office, the staff cannot provide the following services:

• Anyone who works for CNU academic and administrative offices, all faculty and staff, and any persons representing the university who are involved in the design, writing, editing, production, and printing of university publications or special projects may request assistance from this office.
• Clients who want to produce a non-athletic publication that exceeds 100 copies for an external audience must present the material for review by this office.
• Clients should contact this office at least six weeks before the publication needs to be available to readers, but after they have a clear idea of the publication’s message and the intended audience.
• Clients must submit text, photos and all other necessary material to this office at least four weeks before the project needs to be completed. For projects that are more than eight pages in length, text and other material must be submitted AT LEAST SIX WEEKS before the project needs to be completed. This includes one and a half to two weeks for printing by outside vendors.
• Text must be approved by your supervisor/chairperson/dean and/or all applicable department representatives BEFORE being provided to Communications and Public Relations.
• Communications and Public Relations professionals will edit text for grammar, punctuation, usage, consistency, clarity, conciseness and to adhere to Associated Press style. Text that will appear on the web also will be edited for web readability and scannability. Fact-checking is the client's responsibility.
• This office may work with the client to suggest alternative and/or additional formats for the client’s message.
• Stock photographs and images available for use or the client may provide images. If specific images are needed, a photographer may be hired at the client’s expense. (Please see the Photography Policy.)

If this office is not able to produce the project, clients may be referred to outside vendors that can produce the project at the clients’ expense. In this case, the project should be brought to the Office of Communications and Public Relations for review after it has been designed but before printing.

1. Client downloads and fills out Project Request Form prior to initial meeting
2. Client schedules appointment with the project coordinator
3. Client meets with the project coordinator, who advises the client on the format, feasibility, timeframe and other requirements of the project. The client is provided with a calendar of deadlines to ensure the timely completion of the project.
4. In some cases, client will return for a follow-up meeting with the project coordinator
5. The client provides the following material to the project coordinator:
   - A completed Project Request Form
   - Digital Microsoft Word document (and hard copy) for text
   - Text written how it should read in the publication without formatting. Do not include charts, tables, tabs, boldface or italics. Single space after periods.
   - Digital photos in high resolution (300 dpi) for print and low resolution (72 dpi) for web
   - Samples of the type of project requested
   - Additional background information and any existing URLs
6. Communications and Public Relations professionals edit the text for grammar, punctuation, usage, consistency, clarity, conciseness and to adhere to Associated Press style. Text that will appear on the web also will be edited for web readability and scannability. Fact-checking is the client’s responsibility.
7. The edited text is provided to the client for review. Clients should discuss questions or concerns about text changes with the project coordinator. The client must provide written approval of the edited text.
8. Projects do not move into design/production until clients have reviewed and approved edits. After the client has approved the edits, text changes of two sentences or less to correct factual or typographical errors may be made within three days without delaying the project. All other changes will cause the project completion date to be pushed back.
9. The project coordinator assigns the project to a designer and works with the client on the project.
10. A design draft goes through an internal University Advancement approval process.
11. The approved design draft is provided to the client. Clients should discuss questions or concerns about designs with the project coordinator and/or designer. The client must provide written approval of the design. Changes and delays in providing approval will cause the project completion date to be pushed back.
12. Bids are solicited from printers for projects that exceed $5,000.
13. Project is provided to outside printers, who generally require one and a half to two weeks to print.
    The Office of Communications and Public Relations proofreads and reviews draft “blue-lines” from the printer.
14. The completed project is delivered to client

1. Download and fill out the Project Request Form .
2. Contact the Communications and Public Relations office manager/project coordinator, Daisy Correll, 594-7974, daisy.correll@cnu.edu, to schedule an appointment.
3. Before your meeting, please have a clear idea of the following:
• The intended audience and purpose of your project
• A budget amount available for the project
• Contact information for the person who will handle payment
• The date the project needs to be available to the audience
• The type of the project required (website, news, publication: brochure, flyer, poster, newsletter, etc.)
• The size of the publication
• The type and color of paper and ink
• The quantity of publications to be printed
• How the publication will be provided to the audience
• When, where and how you will take delivery of the completed project
4. Meet with the project coordinator on the third floor of the Administration Building and provide the following material, as applicable to your project:
• A completed Project Request Form
• Digital Microsoft Word document (and hard copy) for text
• Text written how it should read in the publication without formatting. Do not include charts, tables, tabs, boldface or italics. Single space after periods.
• Digital photos in high resolution (300 dpi) for print and low resolution (72 dpi) for web
• Samples of the type of project you are requesting
• Additional background information and any existing URLs

To best garner publicity for your event, award, achievement, or success story, please submit detailed information four to six weeks in advance. You also may provide digital photos in high resolution (300 dpi). Not sure if a news release is right for you? Read about all our news services.

The following information should be contained in a Word document with the photograph attached, and sent by e-mail to Daisy Correll, Communications and Public Relations office manager/project coordinator, daisy.correll@cnu.edu.

Be sure to include the following:

• Name of event
• Featured performer or speaker
• Time, date and location
• Ticket cost and where to buy (if applicable)
• Contact information for the public
• Contact person for follow-up by Communications and Public Relations
• For photos, include caption information that names each identifiable person pictured (from left to right), each person’s title, when and where the photo was taken and what is happening in the photo.

For awards, recognitions or achievements earned by your students, colleagues and yourself, please include:

• Names of the person or group to be recognized
• Name of the award or the accomplishment achieved
• Award presenters or sponsors
• Background on the award, achievement and the recipient
• Date that the award was given or the achievement accomplished

Project costs

Payment for project printing is the sole responsibility of the client. If professional photography is required for the project, clients are responsible for payment of the photographer, as well. Clients are responsible for submitting payment through the eVA system in accordance with CNU purchasing procedures. Any questions about eVA or methods of payment should be referred to the Purchasing Department. For Communications and Public Relations record-keeping and informational purposes only, clients are asked to provide their billing code and eVA contact name and phone number for their department. A copy of the eVA order or payment receipt should be forwarded to Communications and Public Relations.

For more information or questions about this policy, please contact:

For more information or questions about this policy, please contact Daisy Correll, office manager and project coordinator, (757) 594-7974, daisy.correll@cnu.edu.