Writing and Editing University Publications

With few exceptions, the writing of copy is the responsibility of the department that initiates the publication. The University Editor may assist in reworking a manuscript and publications staff will assist with proofreading final copy before it goes to the printer, but the client is ultimately responsible for the completeness and accuracy of the text.

Be sure to check all copy thoroughly before submitting it for design and layout. Author's alterations, or changes made by the author after copy has been laid out, are time-consuming and may delay the delivery date for the project. Also, last minute corrections increase the potential for error and can lead to typos that appear in the final printed version.

• Have your draft approved by those who need to do so prior to submission to Communications.
• Type the manuscript, single-spaced, in a Word document and provide both the electronic copy on disk or via an e-mail attachment and a print copy to Communications. Publications staff do not have the time to do extensive re-keying of textual material.
• Type the material in upper and lower case, not all capitals. Indicate clearly where italics are to be added to final copy. Left align text and use paragraph indentation rather than tabs (tabs are often lost in the conversion to Quark publishing software).
• Number all pages consecutively.
• Include all material that will be needed for the final product: photo captions, headings, cover pages, text for reply cards or forms, mailing permit numbers for use on return envelopes, etc. Identify all items clearly.
• If you are updating an existing publication with minor corrections, type only the new material and attach it to the original printed piece, indicating where the insertions are to be made.
• Make a copy of the submission for your files.

The University Editor will review copy submissions for grammar, punctuation, and consistency. Communications uses The Chicago Manual of Style as a guide for capitalization, punctuation, etc., and will edit your material to conform. The Office of Communications Style Guide sets standards for use of particular words and phrases. Uniform style provides a measure of consistency for the college's audiences and is an important consideration in editing copy for university publications.

Because the University Editor and Communications publications staff also have responsibility for assuring the overall quality of Lawrence publications, the editor or proofreader may make minor stylistic changes as well. If the manuscript requires extensive editing, the edited copy will be returned to the client for review and approval before proceeding to layout.

Lawrence University, PO Box 599, Appleton, WI 54912 (920) 832-7000 Contact Lawrence