College Advancement Design Services Request Form

Final quantity will impact the scope and needs of your project including but not limited to materials used, production timeline, overall cost and mailing options. To offer you the best support possible, please provide this information to the team. By knowing what you need up front, we can better forecast a timeline for you at every stage of the project to make sure everyone stays on target for the deadlines within each stage of writing, layout and proofing. The college uses different vendors for different project types and quantities. Outside vendors need to be brought into the project as soon as possible for optimum efficiency allowing ample time for production. Additionally, sometimes special paper stock, envelopes or swag may need to be ordered specifically for your project before the final mail list is available. Providing a quantity at the start of the project ensures that those items can be ordered as soonas possible so their delivery does not hold up the rest of the project. Finally, for larger projects, a higher than anticipated quantity may be ordered prior to the final mail list pull to enable materials to be ordered in a timely manner. In that situation, the expectation is generally that the list may go downin volume (not up) meaning there may be some extra leftovers but ensuring the project stays on a desired timeline.

Design requests should be submitted about 9 weeks in advance whenever possible. In most cases the process moves faster, but that should be kept in mind as the default for optimum planning and to avoid delays. This time allows for content writing and review by editorial services plus photographyscheduling when required before any design layout begins. After finalized content is provided to design services, digital proofs will be provided with ample time to review and edit before final approval and production. To break that down: this time period allows for 3 weeks editing, 3 weeks design, 3 weeks printing.

Content can be provided by email to design@dickinson.edu or via a OneDrive link. Any text copy should be supplied as a Word document. Acceptable photo types include jpeg, tiff, psd, pdf and png. Note: a OneDrive linkis recommended if you are supplying photography.

This is the mail drop date for mailed pieces (i.e., when they go to the post office). For non-mailed items, this isthe date an item is ready for pick up. Target date is NOT the date mailed pieces are received. Please note if a due date target is not a firm deadline so that projects can be scheduled as efficiently as possiblewith other work in the queue.

In addition to the production items listed in the previous answer, certain projects need additional productiontime if they contain variable data, which is merged into the design document before it is printing. This means production cannot begin until that list is received. If it is a bulk mailing, additional time is also need to sort the list according to USPS standards. If there is a non-variable component to a project, a quantity may be requested for that item ahead of the mail list so it can be put into production while awaiting finalization of other pieces of the project.

Yes, an appeal and package code are required for gift processing. However, it only needs to be on one piece ofthe reply vehicle: either the reply envelope or reply card is sufficient.

Yes, Advancement Services will use column naming conventions for Raiser’s Edge exports. They are: ID, Full Name, Class Name, Informal Salut, Formal Salut, Spouse ID, Spouse Full Name, Spouse Class Name, PrefAddr1, Pref Addr 2, Pref Addr 3, Pref City, Pref State, Pref Zip, Pref Country, Appeal, Package, Ask 1, Ask 2, Ask3, Last Gift Date. Files will not always include class names or salutations if the mailing is not personalized. Files will not always include Appeal, Package, Ask columns or Last Gift Date. These are only relevant for a solicitation or appeal Please remove extraneous columns not needed for mailing before sending files onto Design Services or the Print Center. For instance, do not include international addresses if your mailing should be a domestic, U.S. list only.

If you have your mail list ready now, please upload before submitting form. If not, you can submit it directly to the Print Center at www.dickinson.edu/mailrequest for on campus mailings. Or email to Design Services (for off campus mailings only).

Trello is a collaboration tool that organizes your projects into boards. In one glance, Trello tells you what's being worked on, who's working on what, and where something is in a process. Imagine a white board, filled with lists of sticky notes, with each note as a task for you and your team. Now imagine that each of those sticky notes has photos, attachments from other data sources like documents, and a place to comment and collaborate with your teammates. Now imagine that you can take that whiteboard anywhere you go on your smartphone, and can access it from any computer through the web. That's Trello!

Your Trello board is organized into individual lists for Advancement team members to keep track of their individual projects. What is a board? Your board, Advancement Print Projects, is the place to organize tasks, all the little details, and most importantly—collaborate with your colleagues and across divisions using a list-style format. What is a list? For your specific board, a list is the individual team point person from your division. Each project initiated is organized by the primary contact for each project. Lists are filled with cards (i.e. projects) for each individual. What is a card? The smallest, but most detailed unit of a board is a card. Cards for your specific board are used to represent your projects and organized in their various stages of progress. How do I navigate boards, lists and cards? Go to your board then your individual (list) to find the project (card) you would like to see. Click onto the card for a detailed look into the details of the project. If you do not have access to Trello yet, send a request to design@dickinson.edu.