Proofing Procedures

The University editor at Coastal Carolina University oversees the proofing process within the Office of University Marketing and 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 Marketing and 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; and all other communication regardless of funding sources. Personal correspondence, classroom materials, and research are exempt; however, proofing is a service provided by University Marketing and Communication to the University community. In addition, all campus signage must be proofed and approved through University Marketing and Communication.

The University adheres to Associated Press style guidelines as the basis for proofing materials. Find a cheat sheet of style guidelines and 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, University Marketing and Communication 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 Marketing and Communication (Hampton Hall), Room 106.
   
   
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 for the first round of edits. Multi-page documents including detailed brochures, newsletters, calendars, programs, etc., require a one-week minimum for the first round of edits. No rushes. Larger documents including magazines and athletic programs require a two-week minimum for the first round of edits. No rushes. Please note: these are MINIMUM turnaround times.
   
   
5. Please plan ahead for the events and communications that you know are being planned. University Marketing and Communication continuously receives rush requests on items for events that recur every year. If you know of a large project that is coming to editor in the future, please communicate this information to the Office of University Marketing and Communication.
   
   
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 emailing marketing@coastal.edu 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 University Marketing and Communication’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.
    
    

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 Office, Coastal Carolina University, Kearns Hall 211B, Conway, SC; Title IX email titleix@coastal.edu; office phone 843-349-2382; EEO email eeo@coastal.edu; or the U.S. Dept. of Education Office for Civil Rights at www2.ed.gov/ocr.