Project Request Steps


STEP 1: Submit Project Request Form

Complete and submit the project request form to start the process. All project requests must be submitted at least two weeks prior to the intended delivery date. Project requests that are submitted not considering this lead time will be automatically rejected. In order to start your project request, you must submit all content and media (e.g. photos, videos, graphics). Your project will not begin without all requirements necessary to complete the job. If media is too large to attach or email, please deliver it on a USB drive to the Office of Communications & Marketing. You will receive an automated thank you response once the form is successfully submitted. A team member will contact you to let you know we’ve received your request and, if necessary, to schedule a meeting to further discuss your project.

STEP 2: Consultation

The first consultation may be by phone, email, or in-person meeting. We will discuss and finalize:
  • Scope of work and production timeframe and schedule, budget, and other project details
  • Plan of action to best complete your project
  • Review project processes and expectations
  • Approve scope of work agreement or production schedule

STEP 3: Scope of Work Agreement (Major Projects Only)

  • After consultation, you’ll receive a scope of work agreement that outlines agreed deliverables.
  • The agreement includes a production schedule with key date deadlines. This will apply to some but not all project requests (keep this production schedule for your reference).
  • Sign and return the agreement; upon receipt, the project will start.

STEP 4: Production

  • Copy editing and/or writing, design, and layout will begin following the steps outlined in the production schedule. You are responsible for the accuracy of the content. OCM will edit for College style, punctuation, and grammar. Copy changes and wordsmithing should occur at this stage and should be avoided once the project enters the design phase. If copy changes occur during the design phase, you may have to enter a new project request form (the project will start over in the design queue and be tracked according to the new entry date).

  • Project proofs are provided according to the production schedule. Each project, depending on scope, receives up to three rounds of design edits. A tracking sheet is attached to every project and assists with keeping the project to the production schedule. Please initial the tracking sheet once the proof is received and returned with any edits. Only up to three rounds of edits per project are permitted. Some project will not require a proof.

  • After the project review and approval, the project will be released to the printers. Each department is responsible for its external production printing costs.