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Methods Understanding

Career & Academic Planning Publicity Student Assistant Guide Book to Everything


DUTIES

Create publicity for the office of Career and Academic Planning. Advertising will promote our services, programs, and events. Meet with staff members to help plan publicity for events/services they coordinate. Collaborate with other student assistants on the media team to brainstorm the best ways to reach fellow JMU students. Use a variety of approaches to get the word out about what CAP has to offer (including but not limited to fliers, Eboards, bulk emails, social media, table tents, Grafton movie ads, etc.). Use graphic design software to create marketing pieces (specific programs listed below). Follow JMU procedures and deadlines related to publicity on campus. Attend weekly supervisor meetings and monthly staff meetings with the other student assistants in CAP.

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Provide general office assistance as needed.

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QUALIFICATIONS Proficient knowledge of graphic design programs (Photoshop, Illustrator, InDesign, or other similar software) is required. Please indicate your experience with these and other software applications on your resume. o Ability to prioritize, manage time efficiently, and meet deadlines in a fast-paced environment. o Strong teamwork and interpersonal skills to collaborate on projects supervised by a variety of staff members on a daily basis. o Ability to write clearly and concisely, in order to express ideas and convey information for bulk emails, fliers, and other formats. o Must be detail-oriented, able to multitask, creative, and able to take an innovative approach to o

develop content for marketing outreach & programs.

2 | CAREER AND ACADEMIC PLANNING


Table of contents

3

How to start your day

4

Connect to Server

5

Fliers

7

E-boards

8

Bulk Emails

9

Bulk Emails : Recurit-A-Duke

10

Table Tents

11

Social Media

12

Sandwich Boards

13

Posters/Displays

14

Breeze

15

Bus Ads

16

Grafton Stovall Ads

17

Mailbox Stuffing

18

DropSend / Google Drive

19

How to print large Document (tiling)

20

Publicity Work Order Form

21 22 23 METHODS WORKBOOK

|3


What should I do today? Open up your jmucap@gmail.com email and the Work Order page.

Check and respond to all emails that are for the publicity students.

Go through the Work order and be sure there is no new work orders *If there are - email the requestor and tell them you got the work order *Change the publicity columns to the appropriate color

Finish up prior projects

Start on new ones!

*If you have no new projects and all of your old projects are completed - consult your supervisor for some research or other smaller projects.

4 | CAREER AND ACADEMIC PLANNING


Connecting to Server

Go to Go at the top menu bar on your Desktop Scroll Down to ‘Connect to Server” Select the smb:// that has DATA1 - hit connect Log in with YOUR e-id and password - hit connect Click Data1 Then follow to folder SA CAP CAP COMMON MARKETING MEDIA PUBLICITY {the school year} This is where your folder should be and where you METHODS WORKBOOK | HAVE to save everything you work on.

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Fliers

When a work order requires fliers

Most events for Career and Academic Planning have been done in the past and there for there is already fliers made for the event. To check this, go into your Data Server and follow the steps to find the Publicity folder. There are items from recent years in there. Feel free to touch up an old flier for appropriate information as well tweak it to look new and fresh. If there is no existing flier or you do not believe that the old flier is sufficient the you must CREATE YOUR OWN. Things that you must include for the University to be allowed to hang your flier. Date/Times

Event Title Contact info OR website

Distribution

Printing and Stamping

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Once a new flier is created or an old flier is touched up - you must email it to the person who requested the work order. You must save your file as a PDF to send and to print. Wait for their approval before moving forward. Once approved, print 60 COPIES from the Color Printer (HP Color LaserJet 4700). Always print your copies and select SCALE TO FIT - this way none of it gets cut off! Take your 60 copies to Madison Union. Their desk is located in the front of Warren near Transitions and the student mailboxes. Ask the worker to stamp the flyers for you. ***Keep in mind - they will typically stamp your flyer for 2 weeks out (if today was Sept.. 16 th - they will stamp it for Sept. 30th), they will only extend this two week if CAP has a large scale event****

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Once your flyers are stamped they are now approved for public posting in designated areas.

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Count out 29 copies.

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The remaining 31 copies of the flyers bring back to the Resource room and leave on the CE’s desk to distribute (be sure to notate on the flyer with a sticky note with a date when they were placed their for distribution)

With your 29 copies - you are going to send them to Residence Halls. On the Common Drive, you will find a form in the Admin folder with Publicity that is called ResLife FlierMemo. Fill in your information and change the date. o

Take your fliers and Memo and find the Mailing folders. Cross out previous information and put the date, Huffman Hall, MSC 2401 the sent by CAP MSC 1016. o

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Put it in the intercampus mail bin and your flier’s are officially out!!

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Print an additional 15 copies and put them in every CAP Facutly Mailbox.

6 | CAREER AND ACADEMIC PLANNING


E-Boards

When a work order requires e-boards

E-Boards are the slides that play through on the TV’s around campus. Similar to fliers, there are e-boards that have been made for the event in the past. To check this, go into your Data Server and follow the steps to find the Publicity folder. There are items from recent years in there. Feel free to touch up an old e-board for appropriate information as well tweak it to look new and fresh.

Creating and Saving

If there is no existing e-boards or you do not believe that the old e-board is sufficient the you must CREATE YOUR OWN.

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Open Photoshop or open the older version in photo shop. If it is a new version be sure to enter the width as 16 and the height as 9 (16x9) Create your masterpiece - be sure to try to make sure that the flier looks similar to your E-Board.

Rose Library: https://www.lib.jmu.edu/ forms/ecldigitalsign/Default.aspx (.ppt) Festival : adjeiaa@jmu.edu (.jpg 16x9) Harrison Hall : fitzgejg@jmu.edu (.jpg 16x9)

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Once created, save it as a .jpg file and include 16x9 in the saving title. Then send your .jpg to requester and wait for approval before moving forward. Open a new Photoshop page and create this one to 18x10. Under FILE click PLACE. It will allow you to place your saved 16x9 .jpg e-board into this larger file. Adjust to fit it as best as you can. Then save a new .jpg with the 18x10 in the title.

***Be sure to be saving your files as both .jpg and .psd files!!! ***

Distribution

Club House : clubhouse@gmail.com (.ppt)

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Then open PowerPoint. Remove every template from the empty PowerPoint slide. Click the insert image button. Then insert your 16x9 image. Create a neutral, purple, or gold background ( not white) and save file. Proceed to go through contacts to distribute the E-boards to the appropriate emails. It will specify what size or file type is needed for their E-boards.

Memorial: lantzjl@jmu.edu (.jpg 16x9) ISAT/HHS Lobbies: thompsonhh@jmu. edu (.jpg 16x9) Miller[1st/basement]: johns9cm@jmu. edu (.jpg 16x9) Miller[2nd]: broschax@jmu.edu (.jpg 16x9) Showker Hall: maypl@jmu.edu (.ppt) Sonner Hall: schwenwb@jmu.edu (.jpg 16x9) Wilson Hall [1st floor] : brownbe@jmu. edu (.jpg 18x10) Wilson Hall [3rd floor] : lanecm@jmu. edu (.jpg 16x9) Wilson Hall [ 4th floor] : fahrnejb@jmu. edu (.jpg 16x9)

Once you have emailed each E-board adviser with the appropriate E-board you have successfully distributed the E-boards!!

METHODS WORKBOOK

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Bulk Emails

When a work order requires a normal student bulk email

Bulk Emails are sent through JMU Registar Office so it will select every student registered to JMU possible. There should be a guide to filling one out proparly in your folder! Contact:

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Open up your own JMU EMAIL ( xxxxxxxx@dukes.jmu.edu)

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Open a new email ( with no subject or recipient )

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Create your email for your event. Make it as detailed, colorful, or plain as you believe is appropriate.

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Copy this email into the JMUCAP@GMAIL.COM message to the request to make sure the it is approved. Save the other email in you @dukes.jmu.edu account as a Draft to use later.

Once the email is approved - you must located the Bulk Email request form (located either in the common drive or on your desktop)

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The example for how to fill one out correctly is on your desk (on in the binder)

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Take the filled out form and the copy of the email and bring them the Lee Ward to sign them.

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Once he has signed them you can then take the papers to the fax machine

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Bulk email Fax # ( 85615 ) Signed by Lee Ward

Dial 85615

Then re-open your xxxxxx@dukes.jmu.edu email and find the draft where your email is saved. Add the subject line that you choose and then send it to request-bulkmail@jmu.edu

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Once you have faxed the information and then sent it you are all set with your bulk email request.

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***MUST BE DONE 9 DAYS BEFORE REQUEST DATE****

8 | CAREER AND ACADEMIC PLANNING


Bulk Emails

When a work order requires a bulk email from RAD

These Bulk Emails are faster but have a chance to be not be sent to every student since they have the option to opt-out of recieving them.

Open browser to https://jmu-csm.symplicity.com/manager/ o

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Login information on Hard Drive

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Once logged in - locate the STUDENTS tab on the left hand side.

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Open and locate the DETAILED SEARCH tab at the top of the page.

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Scroll through the detailed search to be more specific when it come to the students that receive your email - easiest way is to just select the years that the event applies to ( freshman...senior)

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Once you have narrowed your search - click submit.

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Then select all the names by click the little plus sign near the top of the names.

Near the top - select the BATCH OPTIONS --> MAIL --> NEW MESSAGE o

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Follow the process to complete your bulk email to all the students that you narrowed your search to.

You press continue at the bottom it will show you an example of what your email will look like when sent. Then you can decide wiether or not to schedule it in the future or if you want to send it right away!

METHODS WORKBOOK

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Table Tents

When a work order requires a table tent request

Table Tents are the color folded papers that are on every dining hall to inform students on upcoming events. To request to put your event in the table tent locate the table tent request form (located online, on your desktop, or in the common drive) o

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Fill it out and add the text that was PRE APPROVED by the requester.

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Then email the form to the contact above.

Contact:

Andrew McKenna mckennat@jmu.edu

**MUST BE DONE AT LEAST A WEEK PRIOR ( the Tuesday before ) TO THE DATE YOU WANT IT POSTED***

10 | CAREER AND ACADEMIC PLANNING


Social Media

When a work order requires social media updates

Social Media for student events is an easy and effective way to get the word out. To schedule and post to twitter and facebook use Hootsuite! https://hootsuite.com/ (user-name and password is located in the PASSWORD doc. in common drive)

Once logged in - create your message in the very top of the screen where it says “Compose Message”. Before or after your message is composed, be sure to click both “jmucap” and “Career & Academic Planning” o

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Once your messages is created - you can click the calendar icon at the bottom of the page and be able to schedule when you would like the message to be sent out THIS FEATURE IS GREAT - this allows you to do all of you social media updates at one time and not have to log on every time to update the social media sites.

METHODS WORKBOOK

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Sandwich Boards

When you have a sandwich board ad scheduled

Sandwich boards are the small posters on the commons that are stood on the signs. We have a general CAP Sandwich Board laminated - so check before making a new one!

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If you are making one for an event that we don’t have o Follow the signs for the Reading Center. You will one for: find a library. Approach the ladies at the desk and tell them that you would like to laminate Go to Taylor 202 - the clubhouse. something for CAP. Type in your id number, then 10 to 30 mins, than ‘Car’ to find Career & Academic planning. o They will show you how to laminate your poster. In the back of the room on the right, there are slots **NOTE - before you go you NEED THE where you can find posters - pick a color that fits CAP CODE*** this is for paying for the your needs lamination Use the paper, the cut outs, and supplies to create your best design. o Once your poster is laminated, return to Warren Hall and go to Madison Union Desk. Ask them for Once you poster is finished, make your way to tape to hang your Sandwich board sign. Memorial Hall. o Go to the quad and hang it on the sandwich board chained near D-hall

C areer & c Academi g n i n n a l P move ur next Make yo

12 | CAREER AND ACADEMIC PLANNING


Posters and Displays When you have Posters and Displays scheduled

If you have poster to hang up in the POST OFFICE LOBBY or TDU

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TRANSITIONS DOORS

STUDEN T MAILBOXES

MADISON UNION

STUDEN T MAILBOXES

o STUDEN T MAILBOXES

DESK

STUDEN T MAILBOXES

The poster must be 8 x 3 feet for Post Office where the TDU must be 3 x 5 You can take the poster to the lobby and hang it using the black prongs along the wall of the lobby - Or you can give it to Madison Union to hang it for you

STUDEN T MAILBOXES

STUDEN T MAILBOXES

MAIN WARREN DOORS

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Give the TDU Banner to Madison Union or TDU desk by pool tables and make sure they know that it is to be hung in TDU

If you have poster to hang up in the FESTIVAL

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If you have poster to hang up in the FESTIVAL

Festival Cashiers

Festival Dinning area

Festival Cashiers

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The poster must be 8 x 3 feet

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MADISON UNION DESK near Festival Dinning Area and they will put up the banner for you!

Festival Cashiers

Madison Union desk

Festival Side Doors fire lane

METHODS WORKBOOK

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Breeze Ads

When a project requires a breeze ad

Breeze Ads are very good publicity but they cost money. This method may be only used for larger projects and big events!

14 | CAREER AND ACADEMIC PLANNING


Bus Fliers / Ads

When they require ads inside the bus.

These are the fliers that are placed above your head on the inside of the bus.

Create your ad to be 11 x 17 Be sure to include the department name and contact ( with email ) on the ad

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You will need to print 35 copies

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The ad must be on CARD STOCK paper - must be printed at the JMU Copy Center in HHS - to print it at the Copy Center it will cost $41 so you will need the organization code!! You can email them a head of time to Laurie Brinkley at the HHS Copy Center and give her the organizations code and when you will be there to pick them up!

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Must be submitted to Office of Campus Life in FESTIVAL ROOM 1130

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Contact: Lisa Mathews-Ailsworth (540) 568-6259 Office of Campus Life

Laurie Brinkley brinklr@jmu.edu copycenters@jmu.edu HHS Copy Center

METHODS WORKBOOK

| 15


Grafton Stovall Ads

When they would like to pay to run slides before Movies on campus

These are the slides that play before the film starts. You also have the option of creating a commercial for more money for it to play sound and video instead of just a picture. Organization Ad Rates o

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Weekly Rate (at least 8 shows): $25 - slide $75 - commercial Monthly Rate (about 32 shows): $75 - slide $155 - commercial Semester Rate (about 128 shows): $200 - slide $400 - commercial

Contact:

Bonnie Ham hamba@jmu.edu

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Screen Resolution 1024 x 768

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Saved in a .jpg or .psd format ONLY for slides Saved in a .avi , .mov , .mpg , .mpeg format ONLY for movies ( limit to 30 seconds) If it is too large for a flash drive look on page 19 to see how!

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Final Slides are due TWO WEEKS BEFORE the ad is scheduled to run. When filling out the form (below) add Bonnie Ham as the contact for the Budget Contact

FORM

*click form to open*

16 | CAREER AND ACADEMIC PLANNING


Mailbox Stuffing

When you are required to stuff mailboxes of students

You and two others are allowed to schedule a time slot to stuff the student’s mailboxes on campus by the post office in Warren.

SPRING INTERNSHIP FAIR

SPRING INTERNSHIP FAIR

CAREER &

CAREER &

tuesday & wednesday

tuesday & wednesday

february 18th & 19th

february 18th & 19th

11 - 3 am

pm

o

pm

festival conference & student center

festival conference & student center

Different set of employees on each day!

please visit jmu.edu/cap for more info or contact (540) 568-6555

Join in the conversation on Twitter with

#jmucareerfair

Different set of employees on each day!

Attend the Career Fair for a chance to win one of three

$1000

visit recruit-a-duke

or send questions to @jmucap

Join in the conversation on Twitter with

#jmucareerfair

scholarships!

to see the list of employers James

C areer & Academic Planning

Madison

please visit jmu.edu/cap for more info or contact (540) 568-6555

Attend the Career Fair for a chance to win one of three

$1000

visit recruit-a-duke

scholarships!

to see the list of employers

or send questions to @jmucap

University

CAREER FAIR

SPRING INTERNSHIP FAIR

James

C areer & Academic Planning

tuesday & wednesday

11 am - 3 pm

festival conference & student center

festival conference & student center

please visit jmu.edu/cap for more info or contact (540) 568-6555

Different set of employees on each day!

Attend the Career Fair for a chance to win one of three

$1000

o

Madison

University

CAREER FAIR

please visit jmu.edu/cap for more info or contact (540) 568-6555

Attend the Career Fair for a chance to win one of three

$1000 scholarships!

to see the list of employers James

C areer & Academic Planning Make your next move

Join in the conversation on Twitter with

#jmucareerfair

visit recruit-a-duke

scholarships!

or send questions to @jmucap

Be sure to have your fliers printed and cut before your scheduled time to go in.

february 18th & 19th

11 am - 3 pm

visit recruit-a-duke

E-mail: - mailservice@jmu.edu to request a time to stuff mailboxes. They will typically give you any day that you would like. The times are either 8 AM or 2 PM and you are allowed to stuff them for 2 hours ( it never takes longer than 45 minutes )

save the date

tuesday & wednesday

february 18th & 19th

to see the list of employers

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connect - experience - matter

save the date

Join in the conversation on Twitter with

University

CAREER &

connect - experience - matter

#jmucareerfair

Madison

CAREER FAIR

SPRING INTERNSHIP FAIR

CAREER &

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new document so that you can fit four to a page.

Make your next move

Make your next move

Different set of employees on each day!

Once you have created your flier, place it into a

save the date

save the date

11 - 3

connect - experience - matter

connect - experience - matter

am

o

or send questions to @jmucap

James

C areer & Academic Planning

Madison

University

CAREER FAIR

Make your next move

Enter the mail area around from the package pickup through the double doors. It will lead you to an area behind the mailboxes. Ask to sign in. Strategies: Always try to stuff mailboxes with more then one name on it ( more chance someone will get it ). You can also go for some of them on the bottom because they rarely get fliers so they may pay attention

* You cannot hit them all!! So do you best to be random * METHODS WORKBOOK

| 17


DropSend & Google Drive When you have to send large files

When you need to send a big file, a movie or mutilple documents, you can use these two programs to send them to people.

You can use DropSend to send moive commericals into Grafton

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Log in to dropsend.com with our jmucap email and w***301

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Click Send a File

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Fill out information to send the movie / or large file to

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your recipient

When you are sharing items to people who do not have access to the common drive or if you want to work on it outside your office hours.

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You can use Google Drive to upload your documents

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Log in to the jmucap email and w***303

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Click on the 6 squares in the upper right corner to drop down the options - then click the google drive button

Then select the red button next to create and uplaod your file to the google drive - it will availible for

anyone to see when they use the cap email

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18 | CAREER AND ACADEMIC PLANNING


Tiling

Want to print a LARGE DOCUMENT?

When you are working on a project LARGER then 8 1/2 x 11

When creating documents a large size, you can print them on 8 1/2 x 11 on our printer you can print them from InDesign using Tiling.

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After creating you document in INDESIGN you go to Print.

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From the Print options on the left you will click SET UP.

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Toward the bottom you want to select the little box next to Tile.

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The paper will print out on 8 1/2 x 11 but will have little marks on the top right and left and bottom right and left.

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These marks are your guides.

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Create a system.

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Cut the MIDDLE hash mark on every page on the SAME SIDE (if you choose to cut the right then always cut on the right side)

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cut line

CAREER AND ACADEMIC PLANNING

Once you cut the has on the right/left side then line it up with the center has on the page it goes with.

CAREER AND ACADEMIC PLANNING

METHODS WORKBOOK

| 19


Website Slider On the Carrer & Academic home page there is a slider bar that has rotating images that you create for events!!

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Open Photoshop

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Docutment Size : 720 x 290 PIXELS

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Create masterpiece

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Do NOT flatten image because your layers can be used to make objects move on the slide.

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Send copy to Website SA with a .jpg file and a .psd file

20 | CAREER AND ACADEMIC PLANNING


Inspiration CAP, being apart of JMU, does use the identity system. Don’t let it hold you back but use it as an inspiration. Here we have added some of the JMU identity system but also some examples of works.

Fonts: Trajan Pro Adobe Garamond Futura Adobe Caslon Pro Satisfy Brannboll Fet Academic MS4 Sketch Block Chalkduster

&School

January

y Februar

Grad

Events

hool 101 Graerding GrSadcSchool Info Session Consid

January

28

th

30 PM 3:30 - 4:

y Februar :10

AM

11 10:10 -

17th

ol 201 SchnsoPr ocess Gradhool Ad missio Grad Sc

y Februar 30 3:30 - 4:

PM

4

th

y Februar

11:10 AM 10:10 -

th 24 all located

in

Wilson 306

C areer & Academic Planning

www.jmu.edu/cap

Make your next move

Questions? Contact Shelly Laurenzo at laurenms@jmu.edu

SPRING INTERNSHIP FAIR CAREER &

connect - experience - matter

save the date tuesday & wednesday

february 18th & 19th

11 am - 3 pm festival conference & student center

Different set of employees on each day!

Join in the conversation on Twitter with

#jmucareerfair

please visit jmu.edu/cap for more info or contact (540) 568-6555

Attend the Career Fair for a chance to win one of three

$1000

visit recruit-a-duke

scholarships!

to see the list of employers or send questions to @jmucap

James

C areer & Academic Planning Make your next move

Madison

University

CAREER FAIR

METHODS WORKBOOK

| 21


Publicity Project Consultation Event/Project: Date and Times:

Target Audience:

Requestor/Co Requestor:

Description of the Event:

Publicity Requested Fliers ( campus/residence halls ) E-Boards Bulk Email RAD Email Table Tents Facebook Cover Photo Update Twitter / Facebook paid Options: The Breeze Ads Grafton-Stovall Movie Preview Ads Bus Ads

Follow up? ( email / meeting )

Facebook Ads General Advertising

Banners Display Case Sandwich Boards Other Request:


Methods workbook