Publications

STANDARD OPERATING PROCEDURES: PUBLICATIONS: 02/2022

STANDARD OPERATING PROCEDURES: PUBLICATIONS

CONTENTS 1. Publications Office

2

2. Publications Service Offering

2

3. Publications Procedure

3

3.1 Email Request for Service

4

3.1.1 New Service 4 3.1.2 Corrections/ Revisions/ Updates Services

4

3.2 Acknowledgement of Request for Service

4

3.3 Repeat/Simple Requests for Service

5

3.4 Complex Requests for Service

5

3.4.1 Publications Meeting/Discussion

5

3.4.2 Publications Actioning

6

4. CPUT Staff Business Cards

7

4.1 Card Details

7

4.2 Business Card Production Process

8

5. Requests for Testimonial Certificates

9

6. Service Offering: Publications

11

1

STANDARD OPERATING PROCEDURES: PUBLICATIONS: 02/2022

1. PUBLICATIONS OFFICE The Publications Office is located within the Cape Peninsula University of Technology’s (CPUT) Marketing and Communication Department (MCD). As a service department to the University, MCD embraces the culture of ethics, integrity and ubuntu that guides the conduct of everyone in the organisation. Our work ethic underscores the University’s values of demonstrating total commitment to everything that we undertake, taking accountability for all our actions, delivering uncompromising quality service, and always searching for better ways of doing things.

2. PUBLICATIONS SERVICE OFFERING The Publications Office provides publications-related services, i.e. design and printing, to all faculties, departments and units at CPUT. Due to its size and the volume of requests, the Publications Office has limited capacity. It relies on the cooperation of other service departments like Procurement and Finance; a number of external service providers like designers and printers; as well as necessary briefing and approvals processes, all of which have their own operating procedures and approvals systems. As such, all work must be scheduled timeously, preferably at least a month in advance, to allow time for all necessary actions and procedures.

For the most part, publications work related to scheduled institutional events is for the MCD budget. These include materials for registration, graduation, Open Day, convocation, professorial inaugurations, long-service awards, sporting events, communication and awareness creation of critical information, any events that involve university-wide participation, and official CPUT stationery items and forms. CPUT faculties, departments and units who request marketing materials for use specifically for their own purposes must budget for these materials.

The design of basic materials like the generic CPUT electronic event invitation and save-thedate, and programmes that do not require professional design can be produced in-house and may be provided by the Publications Office, subject to staff capacity, and need to be scheduled timeously.

2

STANDARD OPERATING PROCEDURES: PUBLICATIONS: 02/2022

Where generic electronic templates exist, like the CPUT letterhead, compliment slip, PowerPoint presentation; and condolence, get well and new baby e-cards, these can be provided via email.

The Publications Office also provides an advisory service related to producing marketing materials. We are able to advise on publications materials and formats, how to prepare a brief for external service providers, sourcing quotations (RFQs), and calculating production timelines, etc.

As noted before, CPUT faculties, departments and units requiring marketing materials for own use must budget for these. The Publications Office is able to provide an advisory role in obtaining these materials, but will not be liable for costs related to the procurement of these.

These include marketing materials for events, like banners, flyers, etc; design of internal reports and report covers; faculty newsletters; training manuals; stationery; conference packs; printed signage, etc.

The design of PowerPoint presentations; and writing, language editing, proofreading, and photographic services are not provided by the Publications Office. Ad hoc printing and scanning services are also not offered.

3. PUBLICATIONS PROCEDURE Publications and marketing materials are developed in consultation with the client, e.g. faculty, department, unit, hotel school), for marketing materials like invitations, brochures, programmes, etc.; or the Executive Management for annual report, launches, university engagements, etc.

All materials are developed in accordance with the requirements of the CPUT corporate identity and design elements related to the marketing theme. Information and rules related to our corporate identity can be found in the CPUT Brand Identity Manual, located on the CPUT website at: https://www.cput.ac.za/about/brand. Clients are encouraged to familiarise themselves with these guidelines prior to contacting the Publications Office for services.

3

STANDARD OPERATING PROCEDURES: PUBLICATIONS: 02/2022

3.1 EMAIL REQUEST FOR SERVICE Requests for publications services must be sent in writing to the Senior Publications Officer, MCD at email: maraisma@cput.ac.za. Any initial telephonic or verbal request must be followed up with a request in writing.

3.1.1 NEW SERVICE If a new service, the request must be signed off by the faculty dean or director or line manager prior to sending the request to the Publications Office.

The following information must be included in the email request: 1.

Identify the requestor (client);

2.

Description of the service required;

3.

Desired format of the request, i.e. electronic, printed, size, etc.;

4.

The anticipated delivery date of the service;

5.

The line manager approval for the request must be attached to initial request.

3.1.2 CORRECTIONS/ REVISIONS/ UPDATES SERVICES If corrections/ revisions/ updates to an existing piece of material are required, these must be signed off by the faculty dean or director or line manager prior to sending the request to the Publications Office.

The following information must be included in the email request: 1.

Identify the requestor (client);

2.

Description of the service required;

3.

Corrections/revisions/updates must be marked up electronically on existing material, and preferably included in email request;

4.

The anticipated delivery date of the service;

5.

The line manager must be cc’d on the email request.

3.2 ACKNOWLEDGEMENT OF REQUEST FOR SERVICE An acknowledgement of the request for service will be sent to the requestor within 48 hours of receipt of the email request.

4

STANDARD OPERATING PROCEDURES: PUBLICATIONS: 02/2022

3.3 REPEAT/SIMPLE REQUESTS FOR SERVICE If a repeat or fairly straightforward design request, e.g. design of electronic invite; corrections to existing brochure; etc., and the design will be done in-house, the request will be actioned within a minimum of 5 working days (from the publications meeting/discussion listed under 3.4.1 below), depending on capacity and the complexity of the request, whether the contents are supplied clearly and correctly, and the approvals process.

Where procurement for the use of external service providers (designers and/or printers) is required, the lead time is extended to a minimum of 15 working days (from the publications meeting/discussion listed under 3.4.1 below). NB: No work will be initiated without a valid purchase order number.

A publications meeting/discussion (telephonic; MS Teams; or in-person) will be scheduled to discuss the timelines and finer details of the request, as per 3.4.1 below.

The entity responsible for the budget will be determined and confirmed in writing, prior to commencement of any publications service. The expected delivery date will be conveyed via email. Publications actioning will occur as listed under 3.4.2 below, depending on the nature of the request.

3.4 COMPLEX REQUESTS FOR SERVICE If a more complex service is required (e.g. new designed and printed brochure), and further details are required, any queries will be addressed in an email response within 48 hours of receipt of the email request. The viability of the request will be assessed; and a decision on whether the request can practicably be made by the Publications Office, or if the services of another service provider/ department are required, will be communicated via email.

3.4.1 PUBLICATIONS MEETING/DISCUSSION If the request for service is practicable, a publications meeting/discussion (telephonic; MS Teams; or in-person) will be scheduled to discuss the budget, timelines and finer details of the request: 1.

Need for publication as well as target market is determined;

2.

The entity responsible for the budget is determined and this is confirmed in writing;

5

STANDARD OPERATING PROCEDURES: PUBLICATIONS: 02/2022

3.

Number of copies to be printed; or whether the publication will be used electronically only, i.e. JPEG; PDF, is determined and confirmed in writing;

4.

Any queries by the requestor and Publications Office are resolved;

5.

A list of deliverable actions for the requestor and Publications Office are agreed upon;

6.

All deadlines are determined and confirmed in writing, bearing in mind that any new publications require a minimum of 25 working days (from the publications meeting/discussion) to procure, design, approve, print and deliver.

3.4.2 PUBLICATIONS ACTIONING Following the initial meeting/discussion, the following will be actioned, pending further discussion with the requestor: 1.

Text is drafted and supplied by the client, in association with the Publications Office, and signed off by the faculty dean or director or line manager;

2.

Look and feel and design elements are proposed by the Publications Office in consultation with the Marketing & Brand Specialist, and a brief drawn up for external designer, if required;

3.

If required, procurement process is initiated with Procurement division, requisitions processed and purchase order numbers generated prior to commencement of any work by external service providers;

4.

First draft is developed by Publications Office/ designer for approval/amendment by client; followed by a maximum of two sets of corrections, if required;

5.

Final draft is submitted to client for checking and approval; and final print file forwarded to printer;

6.

Web Editor supplied with web version for upload to CPUT website, if required by client;

7.

All invoices prepared and sent for processing once goods are received and inspected to be in good order.

6

STANDARD OPERATING PROCEDURES: PUBLICATIONS: 02/2022

4. CPUT STAFF BUSINESS CARDS CPUT staff business cards are printed for CPUT staff members appointed in senior/ mid management positions, or for staff whose jobs require them to interface with the public/ service providers, etc.

All requests for staff business cards must be approved by the faculty dean or director prior to sending a request for cards to the Publications Office.

An acknowledgement of the request for business cards service will be sent to the requestor within 48 hours of receipt of the email request.

4.1 CARD DETAILS Once the request is approved by the faculty dean or director, the staff members’ details may be forward to the Senior Publications Officer, MCD at email: maraisma@cput.ac.za. Any initial telephonic or verbal request must be followed up with a request in writing.

Details to be forwarded as follows: Name:

Dr Joe Sample (PhD)

Designation:

Senior Lecturer: Academic Development

Faculty/ Department/ Unit:

Extended Curriculum Programme (ECP) Unit Fundani Centre for Higher Education Development (CHED)

Telephone:

+27 (0) 21 460 3483

Cellphone:

+27 (0) 83 555 6997

Email:

samplej@cput.ac.za

Campus:

District Six Campus

The cardholder’s job designation must reflect the title as provided by Human Capital on the CPUT staff member’s employment contract.

Unless it is essential for their job function, or CPUT provides the staff member with a cellphone for work purposes, it remains up to the cardholder to decide if they want to include their personal cellphone number on their CPUT business card.

7

STANDARD OPERATING PROCEDURES: PUBLICATIONS: 02/2022

Degrees (e.g. PhD) are only included on the card if it affects the person’s designation, like changing from Mr/ Ms to Dr/ Prof, etc. The institution where the degree was obtained is not included.

4.2 BUSINESS CARD PRODUCTION PROCESS Cards are printed in monthly batches, as required. The Publications Office arranges for all inhouse design and printing procurement, and is responsible for the budget.

In order for the printing to be financially viable, the Publications Office requires a minimum of 10 business card requests to proceed with business card production. Urgent requests for business cards are therefore not always possible, and faculties and departments are requested to plan ahead accordingly.

Once a minimum of 10 card requests are received, a first draft is designed in-house by the Publications Office for approval/amendment by the client; followed by a maximum of two sets of corrections, if required.

A final draft is submitted to the client for checking and approval. Please note that because business cards are printed in batches of 10 or more, all approvals for the entire batch must be received before the final print file can be forwarded to the printer. Delays in receiving approvals therefore delay the printing process.

Printing requires a minimum of 10 working days from receipt of the print file.

Once delivered, an email is sent to all clients in the batch to notify them of the delivery, and to arrange for collection of the cards at the MCD Offices, 2nd floor, Admin Building, Bellville Campus.

8

STANDARD OPERATING PROCEDURES: PUBLICATIONS: 02/2022

5. REQUESTS FOR TESTIMONIAL CERTIFICATES Testimonial certificates are hard copy, blank certificates printed on 120 gsm cream Conqueror Diamond Smooth paper, and each certificate is sequentially numbered. The certificates are strictly for use within the Cape Peninsula University of Technology (CPUT), and are held in stock by MCD on the Bellville Campus.

Testimonial certificates are generally issued for the following purposes: 1. As proof of participation, e.g. students or staff who attended training or workshops, or for delegates who attended a CPUT conference; 2. As acknowledgement of services rendered by students or staff, e.g. mentors, student assistants, interns, or volunteers; or 3. As awards for achievement that do not relate to formal studies, e.g. sports awards, or the VC’s Prestigious Achievers Award, or dean’s merit students.

Testimonial certificates are provided only in hard copy format and are not supplied electronically, as this poses a risk for fraud to the University.

The typical procedure for issuing testimonial certificates is that CPUT faculties, units, or departments send a written request in which they identify the purpose as well as the quantity of testimonial certificates that they require.

The faculty dean/director must approve the request being made. This approval must accompany the email request to MCD. Requests must be sent in writing to the Senior Publications Officer, MCD at email: maraisma@cput.ac.za.

Included in the email request must be the following information: 1. Purpose of the request, i.e. what the testimonial certificates will be used for; 2. Number of testimonial certificates required; 3. Names and staff/student numbers of all the persons who will receive testimonial certificates; and

4. The faculty dean/director’s approval attached.

9

STANDARD OPERATING PROCEDURES: PUBLICATIONS: 02/2022

The purpose of including this information is so that the request can be confirmed as legitimate, and the number of testimonial certificates requested verified. Note: Requests that do not adhere to all of the above criteria will not be considered.

Responses to written requests will be made within 48 hours of the request being sent to MCD; and any queries will be addressed to the requestor in a timely manner.

The request will be evaluated and once accepted, the requested number of hard copy testimonial certificates will be collated. The information related to the specific request, (i.e. name of faculty, unit, or department and requestor requesting the certificates; purpose; and quantity) will be added to the collections register.

The testimonial certificates will be placed in a sealed envelope addressed to the requestor, and made available for collection at the MCD offices, 2nd floor, Administration Building, Bellville Campus.

The person collecting the testimonial certificates will be required to sign and date the collections register.

Once issued, the person who requested the certificates must provide a list of all those who received the testimonial certificates and the corresponding number of the testimonial certificate each person received. This will be kept in the collections register.

Please note: Hard copy, blank, numbered testimonial certificates are held in stock by MCD, and MCD distributes testimonial certificates when legitimate requests are made by CPUT staff members. MCD will not be liable for the fraudulent use, or unlawful copying, or electronic reproduction of legitimately issued testimonial certificates or certificates obtained by dishonest means.

10

STANDARD OPERATING PROCEDURES: PUBLICATIONS: 02/2022

6. SERVICE OFFERING: PUBLICATIONS Service Offering Design of electronic invitations; e-cards; electronic programmes: New services

Initiation Procedure

Conditions of Service

Lead time needed

Send email request to the Senior Publications Officer, MCD at email: maraisma@cput.ac.za. See 3.1.1 New Service above.

If a new service, the request must be signed off by the faculty dean or director or line manager prior to sending the request to the Publications Office.

A minimum of 5 working days, depending on capacity and the complexity of the request, whether the contents are supplied clearly and correctly, and whether any procurement is required.

An acknowledgement of the request for service will be sent to the requestor within 48 hours of receipt of the email request.

Regardless of whether a simple or complex request, a publications meeting will be set up, as outlined in 3.4.1 Publications Meeting/Discussion above to discuss the budget, timelines and finer details of the request.

Service Offering Design & printing of invitations; brochures; posters; programmes: New services

Where any procurement is required for external service providers, requisitions must be processed prior to commencement of any work by external service providers. NB: No work will be initiated without a valid purchase order number.

The entity responsible for the budget must be agreed upon and confirmed in writing.

Where procurement is required, the lead time is extended to a minimum of 15 working days.

Following the initial meeting/discussion, the work will be actioned, pending further discussion with the requestor, as outlined in 3.4.2 Publications Actioning above.

The expected delivery date must be agreed upon and will be conveyed via email by the Publications Office.

Initiation Procedure

Conditions of Service

Lead time needed

Send email request to the Senior Publications Officer, MCD at email: maraisma@cput.ac.za. See 3.1.1 New Service above.

If a new service, the request must be signed off by the faculty dean or director or line manager prior to sending the request to the Publications Office.

Any new publications require a minimum of 25 working days to procure, design, approve, print and deliver

An acknowledgement of the request for service will be sent to the requestor within 48 hours of receipt of the email request.

Regardless of whether a simple or complex request, a publications meeting will be set up, as outlined in 3.4.1 Publications Meeting/Discussion above to discuss the budget, timelines and finer details of the request.

Following the initial meeting/discussion, the work will be actioned, pending further discussion with the requestor, as outlined in 3.4.2 Publications Actioning above.

Where any procurement is required for external service providers, requisitions must be processed prior to commencement of any work by external service providers.

NB: No work will be initiated without a valid purchase order number.

The entity responsible for the budget must be agreed upon and confirmed in writing.

The expected delivery date must be agreed upon and will be conveyed via email by the Publications Office.

11

STANDARD OPERATING PROCEDURES: PUBLICATIONS: 02/2022

Service Offering Corrections to existing materials: Electronic

Initiation Procedure

Conditions of Service

Lead time needed

Send email request to the Senior Publications Officer, MCD at email: maraisma@cput.ac.za. See 3.1.2 Corrections/ Revisions/ Updates Service above.

If corrections/ revisions/ updates to an existing piece of material are required, these must be signed off by the faculty dean or director or line manager prior to sending the request to the Publications Office.

If design is inhouse, a minimum of 5 working days, depending on capacity and the complexity of the request, whether the contents are supplied clearly and correctly, and the approvals process.

An acknowledgement of the request for service will be sent to the requestor within 48 hours of receipt of the email request.

Regardless of whether a simple or complex request, a publications meeting will be set up, as outlined in 3.4.1 Publications Meeting/Discussion above to discuss the budget, timelines and finer details of the request.

Service Offering Corrections to existing materials: Design and printing

Where any procurement is required for external service providers, requisitions must be processed prior to commencement of any work by external service providers. NB: No work will be initiated without a valid purchase order number.

The entity responsible for the budget must be agreed upon and confirmed in writing.

If procurement for design is required, a minimum of 15 working days is required.

Following the initial meeting/discussion, the work will be actioned, pending further discussion with the requestor, as outlined in 3.4.2 Publications Actioning above.

The expected delivery date must be agreed upon and will be conveyed via email by the Publications Office.

Initiation Procedure

Conditions of Service

Lead time needed

Send email request to the Senior Publications Officer, MCD at email: maraisma@cput.ac.za. See 3.1.2 Corrections/ Revisions/ Updates Service above.

If corrections/ revisions/ updates to an existing piece of material are required, these must be signed off by the faculty dean or director or line manager prior to sending the request to the Publications Office.

A minimum of 25 working days to procure, design, approve, print and deliver

An acknowledgement of the request for service will be sent to the requestor within 48 hours of receipt of the email request.

Regardless of whether a simple or complex request, a publications meeting will be set up, as outlined in 3.4.1 Publications Meeting/Discussion above to discuss the budget, timelines and finer details of the request.

Following the initial meeting/discussion, the work will be actioned, pending further discussion with the requestor, as outlined in 3.4.2 Publications Actioning above.

Where any procurement is required for external service providers, requisitions must be processed prior to commencement of any work by external service providers. NB: No work will be initiated without a valid purchase order number.

The entity responsible for the budget must be agreed upon and confirmed in writing.

The expected delivery date must be agreed upon and will be conveyed via email by the Publications Office.

12

STANDARD OPERATING PROCEDURES: PUBLICATIONS: 02/2022

Service Offering CPUT staff business cards: Design and printing

Initiation Procedure

Conditions of Service

Lead time needed

Send email request to the Senior Publications Officer, MCD at email: maraisma@cput.ac.za.

All requests for staff business cards must be approved by the faculty dean or director prior to sending a request for cards to the Publications Office.

A minimum of 10 working days from receipt of the print file by the printer

An acknowledgement of the request for service will be sent to the requestor within 48 hours of receipt of the email request.

See 4 CPUT Staff Business Cards above for detailed procedure.

The Publications Office only produces cards if a minimum of 10 persons require cards, in order for the printing to be financially viable.

MCD is responsible for the budget.

Business card details must be provided correctly, and in the format required by the Publications Office.

Approvals of all final drafts must be received for the entire batch before the final print file can be forwarded to the printer.

Service Offering Certificates design and printing: Graduation; short course; testimonial

Initiation Procedure

Conditions of Service

Lead time needed

Send email request to the Senior Publications Officer, MCD at email: maraisma@cput.ac.za.

All requests for design and printing of certificates must be approved by the director prior to sending a request for cards to the Publications Office.

A minimum of 25 working days to procure, design, approve, print and deliver

An acknowledgement of the request for service will be sent to the requestor within 48 hours of receipt of the email request.

Regardless of whether a simple or complex request, a publications meeting will be set up, as outlined in 3.4.1 Publications Meeting/Discussion above to discuss the timelines and finer details of the request.

MCD is responsible for the budget.

The expected delivery date will be conveyed via email by the Publications Office.

Following the initial meeting/discussion, the work will be actioned, pending further discussion with the requestor, as outlined in 3.4.2 Publications Actioning above.

13

STANDARD OPERATING PROCEDURES: PUBLICATIONS: 02/2022

Service Offering Stationery items design and printing: e.g. A4 and A5 notebooks; folders; gift bags

Initiation Procedure

Conditions of Service

Lead time needed

Send email request to the Senior Publications Officer, MCD at email: maraisma@cput.ac.za.

All requests for design and printing of stationery items must be approved by the director prior to sending a request for cards to the Publications Office.

A minimum of 25 working days to procure, design, approve, print and deliver

An acknowledgement of the request for service will be sent to the requestor within 48 hours of receipt of the email request.

Regardless of whether a simple or complex request, a publications meeting will be set up, as outlined in 3.4.1 Publications Meeting/Discussion above to discuss the timelines and finer details of the request.

MCD is responsible for the budget.

The expected delivery date will be conveyed via email by the Publications Office.

Following the initial meeting/discussion, the work will be actioned, pending further discussion with the requestor, as outlined in 3.4.2 Publications Actioning above.

Service Offering Requests for issuing of testimonial certificates

Initiation Procedure

Conditions of Service

Lead time needed

Send email request to the Senior Publications Officer, MCD at email: maraisma@cput.ac.za.

All requests for issuing of testimonial certificates must be approved by the faculty dean or director prior to sending a request to the Publications Office.

A minimum of 5 working days from acceptance of the request

Included in the email request must be the following information: 1. Purpose of the request, i.e. what the testimonial certificates will be used for; 2. Number of testimonial certificates required; 3. Names and staff/student numbers of all the persons who will receive testimonial certificates; and 4. The faculty dean/director’s approval attached.

Testimonial certificates are provided only in hard copy format and are not supplied electronically, as this poses a risk for fraud to the University.

Once issued, the person who requested the certificates must provide a list of all those who received the testimonial certificates and the corresponding number of the testimonial certificate each person received.

See 5 Requests for Testimonial Certificates above for detailed procedure.

14