Graphic Standards

The Medical College of Georgia Graphic Standards Committee was formed in 1988 to ensure that all material representing MCG conforms to the university's standards.

Definition of MCG Publications
The Graphic Standards Committee must approve any material representing MCG for an external audience or mass MCG audience before it can be printed or broadcast. Such material includes:

  • Newsletters
  • Brochures
  • Advertisements
  • Catalogs
  • Handbooks
  • Magazines
  • Books
  • Business cards
  • Television ads and public service announcements
  • Radio ads and public service announcements
  • Direct-mail campaigns
  • Invitations
  • Announcements
  • Surveys

Material excluded from this requirement includes:

  • Private correspondence
  • Contributions to scientific journals
  • Grant applications
  • Flyers, posters and tickets for an MCG audience

If in doubt about whether your material must be approved by the Graphic Standards Committee, please call a member of the Graphic Standards Committee before you begin production.

Routing Process
Each MCG department will receive routing slips that must be initialed by the Graphic Standards Committee before production of material can proceed. The Graphic Standards Committee also must approve any new publications. The committee will base its approval, or lack of approval, on the following criteria: The publications editor will ensure that the content conforms to MCG's style. MCG uses the Associated Press Stylebook, with a few exceptions (attached). She also will check for accuracy, clarity, conciseness and other measures of effective communication. Copies of the Associated Press Stylebook may be ordered from the MCG Bookstore. The MCG Health, Inc. Marketing Department will ensure that the information accurately represents MCG Medical Center, MCG Children's Medical Center, MCG Ambulatory Care Center and physician practices. Medical Illustration and Printing Services will ensure that the material conforms to design specifications - for instance, that the MCG mark is used appropriately.

Services Available
Please keep in mind that this approval process represents the minimum standards a material must attain before publication. If you would like more extensive assistance with your material, please contact MCG's Publications Office (ext. 1-2124) before production begins. The publications office can research and write the copy for your publication, generally free of charge. The timeline varies depending on subject matter and scheduling, but printed material generally can be available within one month. The Division of Health Communications and Printing Services offer production assistance, including photography, design, typesetting, etc., at partially subsidized rates. Interdepartmental requests are required at the time of request. Printing Services requires a special form for requests paid by non-MCG funds. Personal services are not available. Again, the timeline varies depending on the project, but the more notice provided, the easier your needs will be accommodated. For rate estimates or other information, contact Medical Illustration & Photography at ext. 1-3351 and Printing Services at ext. 1-3575.

Considerations
Before planning any new publication, please consider the following:

  1. Is the publication necessary? Make sure that an existing publication does not serve the same purpose while reaching the same audience. Also keep in mind alternate means of communication that might serve your needs more quickly and inexpensively, such as email or facsimile.
     
  2. Does it have a specific audience, and do you know how that audience will be reached? Check with a postal representative at (706) 823-3100 for current postal regulations before you plan the size of your publication if you plan to mail it. Advertising also will affect postal rates. Do not assume that regulations are the same year after year.
     
  3. Do you have sufficient funds to cover publication costs? Be sure to include research, copywriting, preparation, editing, design and production of artwork, typesetting, photography or illustrations, printing and delivery.
     
  4. Have you allowed sufficient time for necessary approval and editorial and graphic assistance, as well as for printing and mailing? As a general rule, it is prudent to allow six to eight weeks for a simple brochure. While publications can sometimes be produced more quickly, a rush schedule generally inflates costs and compromises quality.

    Printers schedule their presses well in advance. When unexpected work causes them to break their schedule or demands overtime, it will cost extra. Remember, if you really "have to have it tomorrow," it will cost you more.

    Another factor that often destroys budgets and schedules is making changes. Once type has been set or camera-ready art reaches the printer, any changes are expensive and time-consuming. Be sure about what you want to say and how the printed piece should look before the job is sent out.