Hints, Reminders and Suggestions

In planning the copy for your publication, remember that the institution (Valdosta State University, which is over all the other various entities within the university) is to be promoted first and foremost. The individual school, department or program within the university is to be promoted second, and individuals within the department (if applicable) are to be promoted third.

A completed Publication Order Form is required on all publications to be submitted to CDS. After any printed piece requiring layout by CDS is printed, please forward three copies of the publication to CDS for file purposes.

It is the responsibility of the originating college, division, department or office to make sure that all copy to be used in publications has been proofread and is accurate. In addition, it is also their responsibility to make sure that release forms are furnished for all photographs they supply that feature people. You need a release form in all instances EXCEPT when a photograph is taken at a public event such as a concert, reception, meeting, etc. Release forms are available from CDS.

At the time department heads, deans, directors, and vice presidents give the publication request form their approval, they are also verifying that the copy for the publication and/or document has been proofread and the content is accurate.

Proofing Proofing Marks

You are responsible for proofreading and ensuring the accuracy of all proofs. You are particularly responsible for proofreading intricate manuscripts that include newsletters, magazines and lists of names. When you sign on the client approval line of the publication order form, you are telling CDS that you have checked the work, find it free of errors and that it is ready for final production, whether print or digital.  

When you receive proofs, please proofread them carefully, and return them promptly. It is customary to return the proof within 24 hours. Delays in the proofing process or making major changes in the manuscript or design can not only delay your completion date but may also cost more.

Your proof reading will be more accurate if you read once through the entire proof to check each of the following items.

Checking each item in its own separate read-through is especially critical with larger printing jobs. Look through your complete proof one time each to check:

Page numbers—Placement on the page, consecutive numbers, even pages positioned on left side of book, odd pages on right

Headlines/titles—Accuracy, spelling, font, and placement

Borders and rules—For proper alignment

Photographs—Correct image in its correct space, cutline underneath goes with the photo, image is scaled and cropped properly, and faces in the proper direction

Text copy—Read for spelling, grammar, accuracy. If copy jumps to another page or panel, check for continuity.

Previous corrections—Confirm that corrections noted on previous proofs were made properly

Helpful Hints:

Instructions—Write all changes boldly and clearly, directly on the proof. Be very explicit. Use red ink if your proof has black type. Corrections marked in the same color are difficult to see. Any additional notes should be stapled to the appropriate page. 

Questions—Inquire about anything that seems wrong. The proof represents the last chance to make corrections quickly, easily, and inexpensively. 

Costs—Discuss the cost of changes. Extensive “Authors Alterations” made after your initial text is set up may incur additional costs. Changes in the size of your publication, number of pages, type of paper chosen, allocation of ink colors, etc. may result in additional costs if your estimate was based on less expensive production methods or materials. 

Please use these proofreader’s marks and a red ink pen when proofing and making corrections. Please refer to the Proofreader’s Marks Guide for a complete set.


Please refer to the online VSU Writing and Style Guide for Style guidance.

General Publication Policies 

Please see the Visual Identity Program Guide, Section 6.