The Catholic University of America

Publications Procedures

Your Message in Print — Graphic, Clear, Effective

The Creative Services team is here to ensure that CUA’s name and logo are used consistently and that messages to our many external audiences are uniformly high quality to solidify our identity and to raise our profile in a positive way.

That’s why we review, design or oversee the design of all printed materials before they’re sent off campus.

A Full-Service Graphics Studio at Your Service

The graphic designers, writer/editor and photographer in Office of Marketing and Communications come together to design, edit, proofread, photograph and oversee the printing of your brochures, posters, invitations and advertisements. And when you want your written copy to sing (or speak more clearly), we can help with writing, too. We are also required to review all printed materials produced by any CUA office for off-campus audiences.

We do all this for free. All you pay for is printing and postage.

Plan Ahead!

To give our clients our fullest attention, we adhere to a six-week schedule, from the time we meet with you and receive final copy and art—including any photography—until you receive the printed piece.

So, plan ahead!

Submitting the Copy

  • Copy can be e-mailed or submitted on a CD
  • MS Word only
  • Single space between sentences.
  • Straight text only, no pictures or art embedded in copy, please


The Art

Ideas about appropriate images are always welcome and will be carefully considered. Bring them to the meeting with publications, which is scheduled after we receive your Project Request Form.

The Project Request Form

You’ll find the form here.
Complete it as soon as you know you’ll need materials. We’ll contact you to set up a meeting.

Meet with Publications

Bring the following to the meeting:

  • Budget, delivery date and address where printed pieces are to be delivered.
  • Mailing method: bulk mail, first class mail, hand delivered.
  • Hard copy of text for the publication to be discussed.

The timeframe for producing and delivering your job assumes three proofs and includes up to 15 days for printing and delivery of the job. We like to allow at least six weeks for completion of the job.

What’s Next?

The First Proof.

After the designer lays out the text and graphics, you will receive a hard copy of it for review. This is called the first proof.

  • Review it
  • Make corrections to it
  • Get sign-off from all who must approve it
  • Note: Major changes at this point might affect the delivery date.

The designer will correct editorial errors and make other minor changes to the first proof and then return it to you. This is the second proof. Three proofs are standard. If a job requires more than three proofs, additional production time may be required.

  • After the design and copy are approved by you, our writer/editor and the associate vice president for public affairs review the proof one last time. This is called final editing.
  • You review any of their changes and either sign off or discuss the changes with publications
  • The project then goes to the printer.

Printing Estimates and Purchase Orders

Jobs costing more than $2,500 must be bid out to three printers. A Request for Requisition form with written bids attached will be sent to you so that you can use this information to obtain a purchase order number from the Office of Purchasing.

Jobs costing more than $2,500 and being billed rather than paid by credit card (see below) can't be sent to the printer for production until a purchase order number has been obtained and the client has signed an approval form stating the job is ready to be printed.

Some jobs can be paid for with a CUA credit card, depending on the printing cost and credit limit for your CUA credit card. Those  jobs do not require PO numbers. We can discuss this at your first meeting.


Allow eight to 15 business days to print and deliver your job.

One Final Check — the Printer’s Proof

This actual-size, color proof is your final opportunity to correct egregious errors before the publication is printed. Remember, corrections at this stage cost money, which comes out of your budget.

You are responsible for proofreading and approving the proof and your signature is required.

How About Photos?

The university photographer is available to photograph official university events and individuals for university publications and publicity.

Photos are scheduled on a first-come, first-served basis, and the photographer can be quite busy. Please think ahead and schedule the photographer as far in advance as possible.

To reserve your place on the photographer’s schedule, submit a Photo Request Form.

If the university photographer is unavailable for your job, we can recommend a freelance photographer for the work. In most cases, you are responsible for contacting that photographer and paying for his or her services.

The publications office also maintains a stock photo library. Before scheduling new photography, check the library to see if something suitable for the project already exists.


Professionals for a Professional Job

Our graphic designers, photographer and writer/editor collaborate with you to bring your vision to life. Working in the latest electronic media, we lay out the publication for your approval. The design team has been professionally trained to ensure that printed pieces communicate clearly. We welcome suggestions concerning design, typography, photo selection and color to be sure that your vision is realized in the printed piece and is consonant with the university’s visual identity. We look forward to working with you.




Phone: 202-319-5600
Fax: 202-319-4440
Hours: 9 a.m. - 5 p.m. Monday - Friday

Father O'Connell Hall
620 Michigan Ave. N.E.
Washington, DC 20064


Ellen Woods
Director of Creative Services

Kristin Reavey
Assistant Director of Creative Services

Andrea Lora
Graphic Designer

Rebecca Sum
Graphic Designer

Greg Varner

Our main number is 202-319-5600.

The Office of Publications and Design Services is part of the Office of Marketing and Communications.