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Proofing Procedures

The University editor at Coastal Carolina University oversees the proofing process within the Office of University Communication. To ensure consistency and accuracy across all University communication and to promote and protect the image and brand of CCU, any communication that has high visibility and/or is distributed to external audiences on behalf of the University must be proofed through the Office of University Communication. This includes, but is not limited to, media notices, posters, printed invitations, printed programs, electronic invitations, products that use University marks, emails and mailings that are published by or for the University, regardless of funding sources. Personal correspondence, classroom materials and research are exempt; however, proofing is a service provided by UCOMM to the University community. In addition, all campus signage must be proofed and approved through UCOMM.

The University adheres to Associated Press style guidelines as the basis for proofing materials. Find a cheat sheet of style guidelines & brand standards. All materials should be thoroughly proofed by the client prior to being sent to the editor for proofing.

Due to the significant volume of materials and projects being processed, UCOMM executes a first-in/first-out system.


  1. Proofs and resubmissions of corrected material should be submitted to editor@coastal.edu or delivered to the Office of University Communication (450-A Century Circle), Room 103.

  2. The originator of items for proofing must first proof and have a second individual proof the item before sending it to the editor. This will decrease turnaround time for all proofing items.

  3. To expedite the proofing process, please ensure that ALL edits are made as shown on the initial edited proof.

  4. One- to three-page documents require a three-day minimum turnaround time. Multi-page documents including detailed brochures, newsletters, calendars, programs, etc., require a one-week minimum. No rushes. Larger documents including magazines and athletic programs require a two-week minimum. No rushes. Please note: these are MINIMUM turnaround times.

  5. Please plan ahead for the events and communications that you know are being planned. UC continuously receives rush requests on items for events that recur every year.

  6. Please do not assume that your document can be proofed more quickly simply because it is a reprint of a document that was previously approved. AP guidelines change often, as do University department names, locations, and personnel titles.

  7. There will be a limit of two “turnarounds” of proof materials as explained below. a) Editor receives first proof and returns edited version to requester – first turnaround. Editor receives corrected proof from requester and checks that all edits were made. b) If not, another proof showing the remaining edits is returned to the requester, granting approval to print/post/distribute once the outstanding edits are complete, and requesting a copy of the final, fully corrected document – second turnaround. c) If corrections are missed on the second turnaround, the responsibility lies with the requester/requesting department.

  8. The CCU logo should be included in some format on all items submitted. Acceptable logos can be obtained from editor@coastal.edu. Please double-check your document for fuzzy or pixelated logos, graphics, images, etc.

  9. Merchandise/product orders should utilize a licensed vendor, which is available by contacting Trenny Neff, trademark and licensing coordinator, and will route through editor via the licensing approval system.

  10. Proofing a document and printing a document are two separate processes and therefore require separate requests. All documents that are printed by the Print Shop are required to have UC’s approval via editor. Once your proofed document has been approved through the editor, submit the approved material and the approval email along with your Printing Services Requisition to Print Services or to the graphics department of UC, as the job requires.

  11. Most printed public documents must include the University Title IX disclaimer as shown below. In some cases, an abbreviated version of the Title IX statement may be approved for use by University Compliance. Send your request to either omit the statement altogether or use the abbreviated version, along with a scan of the document in question, to TitleIXstatement@coastal.edu.

Coastal Carolina University (CCU) does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, genetic information, mental or physical disability, or status as a disabled or Vietnam-era veteran in its admissions policies, programs, activities or employment practices. For more information relating to discrimination, please contact the CCU Title IX Coordinator/EEO Investigator, Coastal Carolina University, Kearns Hall 104B, Conway, SC; Title IX email titleix@coastal.edu; office phone 843-349-2382; Title IX cell phone 843-333-6229; EEO email eeo@coastal.edu; or the U.S. Dept. of Education Office for Civil Rights at www2.ed.gov/ocr.