Cal Poly Print & Copy offers professional graphic design services for print and digital projects. Before submitting a Graphic Design Request Form, please review the following information and prepare your content, assets and approvals.
Providing complete and accurate information at the beginning of the project helps us reduce delays, limit unnecessary revisions and create a design that supports your goals while meeting Cal Poly brand standards.
- Before You Begin
- Available Design Services
- Final Copy Is Required
- Department Approval
- Photos, Logos and Graphics
- URLs and QR Codes
- Cal Poly Brand Standards
- Design Review
- Accessibility
- Project Timelines
- Revision Policy
- Submitting Your Request
Before You Begin
Please have the following ready before submitting your request:
- Final, approved and proofread copy.
- Complete event or program details.
- Photos, logos and graphics, if applicable.
- Permission to use all submitted photos, logos and graphics.
- Website links and QR code destinations.
- Your primary audience and desired call to action.
- Your requested first-proof and final-design dates.
- The name of your department approver.
- Existing artwork, campaign materials or brand guidelines, if applicable.
- Design examples or inspiration, if available.
Incomplete requests may delay the start or completion of your project.
Available Design Services
Cal Poly Print & Copy can assist with a variety of print and digital design projects, including:
- Flyers
- Posters
- Brochures
- Booklets
- Banners
- Invitations
- Business cards
- Social media graphics
- Digital screen graphics
- Email graphics
- Website graphics
- Updates, resizes and adaptations of existing designs
- Other graphic design needs reviewed on a case-by-case basis
Some projects may require additional information, such as finished dimensions, page count, digital platform or file specifications.
Graphic design services do not include logo development, professional photography, video filming, full-scale video production or website development.
Final Copy Is Required
All copy must be final, proofread and approved before it is submitted.
Cal Poly Print & Copy does not provide copywriting or proofreading as part of the standard graphic design service. Please confirm all names, dates, times, locations, URLs, contact information and event details with your department approver before submitting your request.
The amount of copy should also be appropriate for the requested format. For example, posters, social media graphics and digital screens are most effective when they contain a short headline, essential details and one clear call to action.
If the submitted content is incomplete, contains excessive copy or changes substantially after design work begins, the project timeline may be affected and additional fees may apply.
Department Approval
Every project must have a designated department approver.
The department approver should review and approve the project’s content, purpose and requirements before the request is submitted. They should also participate in reviewing the first proof so that all departmental feedback can be consolidated into one revision request.
Identifying the final decision-maker at the beginning of the project helps prevent conflicting feedback and avoid additional revision charges.
Photos, Logos and Graphics
You may upload photos, logos and other graphics with your request.
By submitting an asset, you confirm that your department owns it, has permission to use it or has the appropriate usage rights. Copyrighted, unauthorized or low-resolution images may not be suitable for use.
When uploading logos, please provide the highest-quality version available. Vector files, such as EPS, AI or SVG files, are preferred when available.
If you do not have appropriate imagery, our team may be able to help identify approved or licensed stock photography. Availability may depend on the project and intended use.
URLs and QR Codes
Provide the complete and final destination URL for any website link or QR code included in the design.
You may upload an existing QR code or ask Cal Poly Print & Copy to create one. Please test and approve the destination URL before submitting your request.
The requestor is responsible for confirming that all submitted URLs are correct, active and publicly accessible.
Cal Poly Brand Standards
All designs created through this service will follow Cal Poly brand standards, including approved colors, typography, logos and visual identity guidelines.
The intended audience may influence the visual approach. For example, student-focused materials may use more of Cal Poly’s approved secondary and tertiary color palette, while faculty, staff, community and external-facing materials may use a more traditional Cal Poly visual direction.
Requests to use colors, fonts or visual elements outside the Cal Poly brand system must have a clear strategic purpose and may require approval from University Communications and Marketing.
Design Review
Some projects may require formal Design Review by University Communications and Marketing.
Design Review may be recommended or required when a project:
- Will be used for more than three months.
- Has a large or campus-wide audience.
- Will be seen by group of students or community members.
- Represents Cal Poly to an external audience.
- Is part of a major campaign, initiative or high-profile event.
- Uses a nonstandard color, font or visual approach.
- Has a significant or long-term impact on the university’s brand.
Our team can provide a preliminary brand review based on our experience with Cal Poly standards. We can also assist with submitting the project to University Communications and Marketing, or your department may choose to submit it directly.
Please allow an additional one to two weeks for projects requiring formal Design Review. Revisions requested through the review process may also affect the completion date.
Accessibility
Please indicate whether the design will be used in print, digitally or in both formats.
Digital materials may require accessibility considerations, including readable typography, sufficient color contrast, accessible document structure and alternative text or image descriptions.
Some design or content choices may need to be adjusted to support accessibility requirements.
Project Timelines
Standard turnaround times begin after all required copy, assets, specifications and approvals have been received.
Typical turnaround times are:
- Simple updates, resizes or adaptations: approximately three business days.
- New single-piece designs: approximately five business days.
- Complex, multi-page or multi-format projects: timeline determined after review.
- Projects requiring UCM Design Review: allow an additional one to two weeks.
Turnaround times may vary based on project complexity, current workload, requestor response time and required approvals.
Please provide both your desired first-proof date and the date the final design is needed. Include the event, launch or publication date when applicable.
Rush requests are subject to staff availability and may require an additional fee. Submitting a rush request does not guarantee that the requested deadline can be accommodated.
Revision Policy
One round of revisions is included with each design request.
A revision includes changes to submitted copy, dates, times, locations, URLs, QR codes, images, logos, layout, colors, typography, dimensions, format or overall design direction.
Before submitting revision feedback:
- Review the entire proof carefully.
- Confirm all names, dates, times, locations and contact information.
- Have the department approver review the proof.
- Gather feedback from all stakeholders.
- Submit one consolidated list of requested changes.
Changes made to correct an error introduced by Cal Poly Print & Copy will not count against the included revision.
Additional rounds of revisions may incur an additional design fee. Any applicable fee will be communicated before additional revision work begins.
Submitting Your Request
Once you have reviewed these guidelines and gathered the required information, complete the Graphic Design Request Form.
Submitting a complete request gives our designers the best opportunity to meet your deadline, reduce back-and-forth communication and create an effective, brand-aligned design for your audience.