Transition Folder MPA Graphics

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49th Term Transition Binder2008 - 2009

Executive Cabinet: Department of Marketing & Public AffairsGraphics Designers & Coordinators

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INTRODUCTION

Sarah Rasheid: As a Graphic Designer & Coordinator in the Department of Marketing & Public Affairs; I began this term in June, with goal setting: one of the goals I wanted to accomplish was to work with different departments and organizations to promote and advertise their events. Working with many of the departments internally I realized that I needed more support with graphic production; the department later hired Ivan Gil in October to assist in the production of graphics. We developed a system of organization outlined in the following pages. Our primary involvement with these events were creating the graphics and volunteering when needed.

Throughout the year we worked on cementing many structures, the year started with lots of ideas and we spent most of the fall term standardizing submission policies, work requests, and graphics development. As the spring semester began we kicked it into gear and kept creating graphics and submitting them to various media that we were advertising through. Because the majority of the fall term was spent on standardizing, we feel that there were many opportunities for improvement in time management and graphic creations. The spring semester brought forth the Student Body Elections which was one of our primary focuses throughout the entire year.

We both feel that the Student Body Elections truly exemplified how quickly we could create quality graphics and how the structure we developed throughout the year made submissions and the creation process flow more quickly. One thing we believe is that the organization, deadlines and update meetings – aided in the development, employment, and effectiveness of our ideas. Overall, we created nearly three hundred graphics for about ninety of the projects and events implemented by the Executive Branch. We really do believe that this year has been a successful year for Graphics and Student Government!

Sincerely,

Sarah Rasheid & Ivan Gil

NAME: SARAH RASHEIDPOSITION: GRAPHICS CORDINATOR & DESIGNER

NAME: IVAN GILPOSITION: GRAPHICS CORDINATOR & DESIGNER

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PRODUCTION EVALUATION

Throughout the year our primary “event production” was creating graphics to advertise for events and projects held by Student Government and some other University Divisions. On average each event or project required between four to six graphics; these included: Oracle Advertisements, LCD Screens, posters, banners, flyers, mass emails etc. This year we completed over 300 graphics, that marketed projects like Our Shirt, Mr. & Miss USF, and the Student Body Elections. One of the obstacles that we faced was time management and structure implementation. While working with different people and entities it was important that we were able to gather all the information prior to designing for events. There were many occasions when we had to start over based on idea changes; there were also a few projects that had to be terminated because of lack of communication and updates. Overall we completed approximately 70 graphic projects with 300 graphics in total. (Attached is a spreadsheet of all the projects and their graphics required.)

Fall 2008

Spring 2009

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DEPARTMENT EVALUATION

This year the Department of Marketing and Public Affairs has been very productive, we have accomplished many of our goals as the year progressed, we helped sponsor events, create graphics, and volunteered at many of the events hosted by university entities. We developed a lot of organization this entire year. The entire Department developed a lot of structure this year, we believe that the accomplishments outlined below have helped make this year such a success for our department. One-on-Ones Update Meetings

The One-on-Ones Update Meetings were held every Monday to give each member of the department an opportunity to speak face-to-face with the Director about ongoing projects and initiatives of the week. These update meetings kept our department organized and made our members feel accountable for their responsibilities.

Friday MPA Updates

The MPA Updates were held every Friday; this was where the entire department shared with all the members the projects and goals they had been working on throughout the week. This served as an excellent chance for all members to stay involved in projects being headed by another coordinator; during these meetings were able have questions answered and wrap up a lot of projects.

Overall, our department worked successfully this year we cemented many partnerships within the University, and with outside entities such as the Museum of Science and Industry MOSI, Chipotle, and Student Life 101. Next year we hope that this department will continue towards the same direction of success and goal implementation. We recommend that next year a structure is agreed upon early in the summer and stay consistent with the structure you develop and feel most comfortable with.

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CONTACTS: MARKETING DEPARTMENT

Nathan DavisonDirectorStudent Government: Marketing & Public Affairse: [email protected]: (813) 974-5011

Jasmine FowlkesAssistant DirectorStudent Government: Marketing & Public Affairse: [email protected]: (813) 974-5011

Lauren JonesCoordinatorStudent Government: Marketing & Public Affairse: [email protected]: (813) 974-5011

Sarah RasheidGraphics Coordinator & DesignerStudent Government: Marketing & Public Affairse: [email protected]: (813) 974-5011

Ivan Gil Graphics Coordinator & DesignerStudent Government: Marketing & Public Affairse: [email protected]: (813) 974-5011

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CONTACTS: PARTNERS

Blackboard BannerEric ReiterStudent Government: Business and FinanceManagere: [email protected]: 813.974.2929Note: Request made by Eric Reiter for graphic to be showcased in blackboard; no Blackboard

contact known

ChalkingNathan DavisonStudent Government: Marketing & Public AffairsDirectore: [email protected]: 813.974.5011

College of Business Administration (COBA) LCD ScreenDelores BriggsCollege of Business AdministrationCommunications & Marketing Officere: [email protected]: 813.974.7280

Electronic Dispatch Emergency Academic News (eDean) LCD ScreenStephanie McLeodUSF Office of Communications & MarketingCommunications & Marketing Officere: [email protected]: 813.974.9082

Facebook AdvertisementNathan DavisonStudent Government: Marketing & Public AffairsDirectore: [email protected]: 813.974.5011

FlyersNathan DavisonStudent Government: Marketing & Public AffairsDirectore: [email protected]: 813.974.5011

Marshall Student Center (MSC) LCD ScreensBrian SchulteMarshall Student Center MarketingCommunications & Marketing Officere: [email protected]: 813.974.5277

Mass E-MailEric PierceUSF ITSenior System Administratore: [email protected]: 813.974.8868

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CONTACTS: PARTNERS

Note-A-BullWayne EspinolaMarshall Student Center MarketingWebmastere: [email protected]: 813.974.4180

Oracle AdvertisementsSteve Hernandez The OracleAccount Executivee: [email protected]: 813.974.7247

Printing: Posters, Buttons, BannersRob GrecoHYPEGraphic Designer & Printing Techniciane: [email protected]: 813.974.4573

StickersDick WheatonImage DepotGeneral Managere: [email protected]: 813.979.0219

Student Government Computer Services (SGCS) Desktop WallpaperAmal PatelStudent Government Computer ServicesAgency Directore: [email protected]: 813.974.3878

Student Government Website BannerNathan DavisonStudent Government: Marketing & Public AffairsDirectore: [email protected]: 813.974.5011

Student Life 101Patrick SullivanStudent Life 101Ownere: [email protected]: 813.892.8772

T-Shirt PrintingDick WheatonImage DepotGeneral Managere: [email protected]: 813.979.0219

VideoNathan DavisonStudent Government: Marketing & Public AffairsDirectore: [email protected]: 813.974.5011

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FUTURE IDEAS & SUGGESTIONS

Organization throughout the year would be our primary suggestion for future graphics designers. Don’t be afraid to start over, no matter how much hard work you put in, the second time around always looks better. Develop a system that works for you, stick with it, and make sure everyone you work with is aware of that system. It’s also important to take feedback from others and use it; in the end the graphic is for them, so it does not matter how great you think it looks, what matters is if you captured their idea or not. Take you time and have fun with the projects you work on!

The average project will require one to two weeks for completion depending on the quickness of communication, and the effectiveness of instructions given by the requestor. If you have questions or hesitations in regards to a request be sure to ask. During this term the Marketing team worked on creating an effective Graphics Request Form (see attached). Be sure to receive a completed form prior to beginning any work on each project, this will insure that you do not waste any time guessing what certain information is, this will also insure that the requestor is respectful of your time and work.

When creating a graphic begin with a software program that you believe will be the most efficient with the type of request you are working with. When preparing the graphic for submission it is

best to save the graphic as a JPEG or PDF, this will enable the recipient or requestor to view the graphic without damaging the integrity of the graphic. All graphics are the property of the University of South Florida and Student Government.

The following items are a breakdown of items that might come in to play throughout the year. Submission policies, file organization, and advertisement sizes.

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Labeling Folders:

Main Folder: “Graphics Projects”

Sub-Folders: “Event/Promotion Name”

Sub-Folders: “PSD” / “JPEG” / “DOC” etc.

Labeling Files:

“Event/Promotion Name – Medium – Description – widthxheight.(psd/ai)

“Event/Promotion Name-–-Medium-–-Description-–-widthxheight.jpg

GETTING ORGANIZED

SOFTWARE / PROGRAMS:

ADOBE SUITE: CS3 & CS4

BRIDGEDREAMWEAVERINDESIGNILLUSTRATORPHOTOSHOP EXTENDEDPREMIERE PRO

MICROSOFT OFFICE: 2007

EXCELOUTLOOKPOWER POINTWORD

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GRAPHICS REQUEST SAMPLE FORM - PAGE 1

!

!

USF!Student!Government!! Marketing!&!Public!Affairs! Graphics!Request!

MPAGR2009.01.28! ! Page!1!of!2!

USF!Student!Government!!

Department!of!Marketing!&!Public!Affairs!

Promotional!Item!&!Graphics!Design!Request!

!

Contact!Information:!

Name:!________________________________________________________________________!

Title/Position:!__________________________________________________________________!

Organization:!___________________________________________________________________!

Date!Request!Submitted:!_______________! Graphics!Completion!Date:!! _______________(Give!no!less!than!15!business!days!from!date!of!request)!

!

Email!Address:!__________________________________________________________________!

Phone!Number:!(____)!_____"________! !Best!time!to!call:!!! ! !!

**If!you!have!any!ideas!or!suggestions!on!what!you!would!like!to!see!on!your!product,!please!arrange!to!

meet!with!one!of!the!Graphics!Designers!within!the!first!three!days!of!your!request.!!To!arrange!for!a!

[email protected]!with!times!that!you!are!available.!

*!*!*!*!*!*!*!*!*!*!*!*!*!*!*!*!*!*!*!*!*!*!*!*!*!*!*!*!*!*!*!*!*!*!*!*!*!

Graphics!Request!

Please!answer!each!of!the!following!questions.!Be!as!detailed!as!possible.!!

1. What!kind!of!promotional!item!are!you!looking!for?!!Be!sure!to!include!the!proper!dimensions.!

!!Logos!

!!Business!Card!

!!Brochure!

!!Flyer:!size:!__________!

!!Oracle!AD!!

!!!(Fill!Oracle!Request!Form)!

!!Poster!(size:!11x17)!

!!Banner!!

!!A"Frames!(size:!36x24)!

!!T"Shirt!Design!

!

!

!!MSC!LCD!

!!SGCS!Desktop!Wallpaper!

!!Other!!

(as!detail!as!possible)!

!

! !

2. Is!this!graphics!request!to!be!full!color?!_____________________________________________!

! If!yes,!what!colors!do!you!want!be!dominant?!(ex:!green!&!gold)!____________________!

! ________________________________________________________________________!

!

3. Are!there!any!specific!graphics!/!logos!that!need!to!be!included!in!this!request?!____________!

! If!so!please!email!graphics!/[email protected]!!

!

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!

!

USF!Student!Government!! Marketing!&!Public!Affairs! Graphics!Request!

MPAGR2009.01.28! ! Page!2!of!2!

4. Please!provide!the!specific!text,!dates,!contact!information!&!other!details!to!be!placed!on!

your!graphics:!

______________________________________________________________________________!

______________________________________________________________________________!

______________________________________________________________________________!

______________________________________________________________________________!

______________________________________________________________________________!

!

5. Other!requests,!comments,!or!questions!for!the!graphics!designer?!

______________________________________________________________________________!

______________________________________________________________________________!

______________________________________________________________________________!

!

Please!submit!this!completed!application!to!the!Department!of!Marketing!&!Public!

Affairs!at!least!15!business!days!prior!to!needing!your!promotional!material!or!

advertisement.!!Thanks!and!Go!BULLS!!

!

Sketches,!sample!products,!and!requests!may!also!be!submitted!to!the!SG!Suite!in!the!Marshall!Center.!

Sketch!any!ideas!you!might!have!in!here!

!

GRAPHICS REQUEST SAMPLE FORM - PAGE 2

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SUBMISSION POLICIES

College of Business Administration (COBA) - LCD Screen:

Designs must be submitted the Wednesday of previous week. Graphics will run for an entire week, but will not exceed two weeks (unless pre-approved).

Advertisements should be submitted in JPEG format via web link, file name should be: “Event-Name---Details.JPEG”

Graphics will be hosted on the Student Government website, and a link will be provided during submission.

Email requests should include the following:

“Below is the link with the COBA LCD Screens for the program [PROGRAM / EVENT], we would like to have this ad run from [DATE], thank you. [INCLUDE WEB LINK TO FILE]”

**All advertisements are to be emailed to the following addresses: Lorrie Briggs, COBA Communications and Marketing Officer – [email protected]

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SUBMISSION POLICIES

Electronic Dispatch Emergency Academic News (eDean) LCD Screen:

Designs must be submitted two weeks in advance. Graphics will run for two weeks, (unless pre-approved).

Advertisements should be submitted in JPEG format via web link, file name should be: “Event-Name---Details.JPEG”

Graphics will be hosted on the Student Government website, and a link will be provided during submission.

Email requests should include the following:

“Below is the link with the eDean LCD Screens for the program [PROGRAM / EVENT], we would like to have this ad run from [DATE], thank you. [INCLUDE WEB LINK TO FILE]”

**All advertisements are to be emailed to the following addresses: Stephanie McLeod, USF Communications & Marketing Officer – [email protected]

Note: New email address will take effect, due to change in last name: Staphanie Harff: [email protected]

How You Promote your Event (HYPE) (banners, posters, flyers, buttons):

Allow 24 hours for smaller print jobs. Allow 48 hours for larger print jobs.

Image Depot (t-shirts, stickers):

Designs must be submitted at least one week prior to printing, allow two weeks for approval, printing, and receiving. Image Depot Representative will contact when order is complete.

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SUBMISSION POLICIES

Marshall Student Center Digital Screens (LCD Screens):

Design must be submitted five business days in prior to run-date. Each screen cannot exceed 14 days (unless pre-approved).

Advertisements should be submitted in JPEG format via web link, file name should be: “Event-Name---Details.JPEG”

Graphics will be hosted on the Student Government website, and a link will be provided during submission.

Email requests should include the following: “Below is the link with the MSC LCD Screen for the program [PROGRAM / EVENT], we would like to have this ad run from [DATE], thank you. [INCLUDE WEB LINK TO FILE]”

**All advertisements are to be emailed to the following addresses: Brian Schulte, MSC Marketing Director – [email protected] Rob Greco, Student Assistant – [email protected]

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SUBMISSION POLICIES

Screenvision (Movie Advertising):

Animation / Designs must be submitted according to deadline provided by Screenvision Representative (tentative per discretion of Advertising Representative).

Student Life 101 – Spring Edition (Coupon Book):

Designs must be submitted two weeks prior to printing.

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SUBMISSION POLICIES

The Oracle: University of South Florida Daily Newpaper

Fall and Spring

Advertisements should be submitted with an Insertion Order (I/O - Excel Spreadsheet).

Advertisements should be submitted in JPEG format, file name should be: “MMDDYY---Event-Name.JPEG”

Email requests should include the following: “Please run the attached [SIZE], [Black & White / Full Color / Two-Color], advertisement relating to [EVENT] in the paper for [DATE]. Include any special instructions/requests.”

**All advertisements are to be emailed to the following addresses, by 2pm of the submission day: Steve Hernandez, Ads Rep. – [email protected], Ads Manager – [email protected] Hudson, Adviser – [email protected]

Note: For 2009 - 2010 the following representatives will be replacing outgoing directors and coordinators:Laura Setter, Ads Rep. - [email protected] Manager - [email protected] Hudson, Adviser - [email protected]

Have ad print on this day… ...the ad must be submitted on this day.Monday Thursday (of previous week)Tuesday Friday (of previous week)Wednesday MondayThursday Tuesday

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Digital Mediums (in pixels):

Marshall Student Center LCD Screens:• C Screen: 768x1366• D Screen: 160x608

College of Business Administration LCD Screen: 847x656Electronic Dispatch Emergency Academic News LCD Screen: 874x656Student Government Computer Screens: 1024x768

Print Mediums (in inches):

Flyers:• 4.25x5• 8.5x11

Posters / Banner:• 11x17• 24x36• 48x120• 72x25• 15x60

Oracle Advertisements:• Full-Page: 10x10• Half-Page: 10x5• Quarter-Page: 5.93x5• 1/5 Page: 3.9x5• 1/8 Page: 3.9x3• 1/16 Page: 1.87x3• 2x2 Page: 3.9x2• 2x8 Page: 3.9x4• 3x3 Page: 5.93x3• 3x6 Page: 5.93x6• 3x8 Page: 5.93x8• 3x10 Page: 5.93x10• 4x3 Page: 7.97x3• 4x4 Page: 7.97x4• 4x10 Page: 7.97x10

ADVERTISING SIZE CHEAT-SHEET

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COLOR SWATCH FOR SG GREEN & GOLD

GREEN:

WEB COLOR CODE: 0054941

R: 0G: 89B: 65

GOLD:

WEB COLOR CODE: CDBA7D

R: 205G: 186B: 125

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