Objective

To establish and assign responsibility for a process and timeline for the development, production, and maintenance of print and digital graphic design materials created by the CAHNR Office of Communications.

Scope

This SOP applies to all promotional materials created and/or overseen by CAHNR’s Office of Communications, including brochures, viewbooks, programs, digital ads, etc. Graphic design services provided by external agencies or individuals outside of CAHNR’s Office of Communications are out of the scope of this SOP.

Responsibilities/Roles

Assignments:

CAHNR’s Executive Director of Communications will assign a CAHNR Graphic/Web Designer to provide design and technical services, as needed. Depending on the specific project, the CAHNR Graphic/Web Designer may be a full- or part-time staff member or a qualified student intern/worker. Depending on the needs, scope, and resources available, the Executive Director may decline to directly support the request. Whenever possible, CAHNR Communications will connect requestors with alternate options and/or training to independently develop the requested materials.

Project Management:

The Executive Director will assign a Project Manager, which may also be the CAHNR Graphic/Web Designer. The assigned Project Manager is responsible for overseeing project timeline, responsibilities, and deliverables.

The assigned CAHNR Project Manager is responsible for communicating expectations, providing instructions, seeking review/feedback, and establishing/ensuring timelines with the Requestor. This includes periodic updates (i.e., at least every two weeks) about project status once underway.

Delivery:

The CAHNR Project Manager is responsible for delivering electronic files to the Requestor. The CAHNR Project Manager should note delivery details for print projects in Basecamp.

Timeline:

• The CAHNR Office of Communications will respond to a request for graphic design services within three (3) business days upon receipt of the online form. If graphic design services are deemed necessary, the assigned CAHNR Project Manager will work with the Requestor to seek additional information and set up a kick-off meeting, if needed.
• The project will be scheduled at a mutually agreed upon time. The timeline for delivery will depend on the desired outcomes and the scale of the project.
• CAHNR Communications reserves the right to delay or discontinue projects if the Requestor does not fulfil their responsibilities, e.g., content submission, review, etc.