Work with the Publications, Graphics, and Web Development Section
The Publications team has developed a process and timeline to facilitate smooth project workflows and ensure we meet your deadlines.
While factors are beyond everyone's control, partnering with us early and following the process will help us complete projects across all divisions on time.
Go to our SharePoint site to find the links to:
- Submit a project or social media request
- Track your project's approval status
- Access the Department's PowerPoint template
- Get the RFP requirements for vendors
- Request building signs, nametags, and business cards
Publishing Your Writing Project
The processes and timelines for creating and publishing master plans, minor plan amendments, and SMAs are set by law. For other official documents the process typically follows these steps:
- Staff submits the "Submit Work to Publications" form, detailing the project description, deadline, and the project manager/supervisor/division chief responsible for the project.
- The publications manager assigns an editor and designer.
- The editor works with the project manager to complete text edits.
- The designer imports the edited project into InDesign for design and layout (see the box below).
- The project manager reviews and approves the draft.
- The designer/editor incorporates any requested changes.
- Final approval is obtained from the supervisor, public affairs, and division chief.
- After final adjustments, the document is published.
| Making Changes After Step Four |
We want to highlight the impact of making significant changes to your document once it’s been transferred from Word to InDesign:
While edits are a normal part of publishing, please consider if changes after Step 4 are truly necessary (such as correcting errors/omissions or Planning Director changes) or are more a matter of personal preference. |
Tips for a Successful Publication Process
- Involve the Publications team early. For major projects, invite us to your kickoff meeting so we can align expectations for vendor on documents and images so we can communicate expectations with the vendor on documents and images, avoiding delays due to missing items or permissions.
- Ensure your draft is complete before sending it to us. Documents with outstanding substantive questions/comments (whether for planning staff or the consultant) will be returned to the project manager for resolution before editing begins.
- Avoid revisiting editorial decisions that have already been made.
Copyright and Plagiarism Issues
To avoid potential legal issues, any project that includes copyrighted text or images must obtain written permission to use the material, along with appropriate attribution.
Note: Providing credit to the source of a copyrighted work by itself will protect you from claims of plagiarism. However, attribution is not an adequate defense to a copyright violation claim; you may still have violated copyright law if you did not obtain the appropriate permission.
Two exceptions:
- Federal government works: These typically only require attribution. Note, however, that state and local government works may be protected by copyright law.
- Creative Commons-licensed works: These works may have requirements in addition to attribution that must be followed.
If you are unable to obtain the necessary permissions or a license is cost-prohibitive, here are possible workarounds:
- Linking to the original source of the copyrighted work (if lawful).
- Embedding the resource from the original source (if offered by the copyright holder).
Use of Consultants
Ensure consultants follow RFP requirements and adhere to Way With Words guidelines when drafting documents.
We are available to answer any writing-, editing-, or design-related questions consultants may have during document preparation.