Services, Requests & Deadlines
We're working to ensure that this website is more accessible for users and complies with new federal digital accessibility standards.
The new standards apply to images, PDFs, Word and Excel files uploaded to the site AND linked to from other sites or platforms (like Brightspace or Dropbox). To make sure that these files follow the new guidelines, we're asking web editors to consult with us before a file is uploaded to the site or linked from another site. Please email Anh Phan at aphan@jjay.cuny.edu.
We may ask you to create a web page or web form instead of uploading or linking to a PDF, Word or Excel file. If uploading or linking to a PDF, Word or Excel file is absolutely necessary (ie, there is no other way to share the content), we'll share information on how to make it compliant.
As part of this process, we have inventoried the PDFs, Word and Excel files already on the site and will be in touch with the owners about next steps.
Please contact Kira Poplowski, chief communications officer, with any questions.
Working Together
Here is some info to get you started:
- On March 18, 2024, a single job request form replaced multiple request forms/processes and streamline how members of the campus community collaborate with us.
- On March 18, 2024, an updated list of services and turnaround times (see below) more strongly aligned strategic priorities, resources and workload was launched.
- We provide only the services listed below. We are unable to fulfill requests for services that are not included on the list below. Find self-service resources here.
- All work done by us follows John Jay branding guidelines.
- Turnaround times start when we receive a complete request form & all materials needed to complete the request [final text, images, links, etc].
- Turnaround times include two rounds of changes & one final review. Additional rounds of changes extend the turnaround time.
- We do not have a copyeditor & cannot copyedit your text. Please use a free service like Grammarly to ensure accuracy.
- Web editors can find a user guide here.
- To optimize social media graphics, please scroll to see best practice guidelines.
- We cannot fulfill rush requests. Alternative options include our self-service templates, Staples & FedEx Office.
| Service | Deadline | Notes |
|---|---|---|
| Ads, print & digital | 7 working days | |
| Annual Fund assets | 15 working days | Offices of President & Advancement only |
| Banner, digital | 5 working days | |
| Banner, retractable | To borrow a JJ retractable banner, please complete the request form below by selecting "Other" & then writing the request & date/time needed | We do not produce banners customized for individual units, departments, events, etc. Click the link to self-service resources above for options. |
| Brochure, print | Determined case by case | Print brochures consume more hard, soft & environmental resources than digital work. Pls make your request using the form below & we'll let you know if we have the capacity. |
| Business cards | 5 working days | |
| Certificate(s) | 10 working days | A self-service template will be shared soon |
| Constant Contact email graphic | 5 working days | Offices of President, Advancement & External Affairs only |
| Constant Contact email | 5 working days | Offices of President, Advancement & External Affairs only |
| Direct mail assets | 15 working days | Offices of President & Advancement only |
| Envelope | 5 working days | |
| Flyer | See link to self-service resources above. | |
| Folder | Folders with JJ branding can be ordered directly from the Print Shop | We do not produce folders customized for individual units, departments, events, etc. Click the link to self-service resources above for options. |
| Invitation, digital | 5 working days | Offices of President, Advancement & External Affairs only |
| Invitation, print | 10 working days | Offices of President, Advancement & External Affairs only |
| Letterhead | 5 working days | |
| Logo | 5 working days | Find downloadable JJ logos at the self-service resources link above. |
| Postcard | 10 working days | Offices of President, Admissions, Advancement & External Affairs only |
| Poster | 10 working days | For events only |
| Program | 10 working days | For events only |
| Signage | 10 working days | For events only |
| Social media graphic | 7 working days | External-facing & external/internal-facing only; see content guidelines below |
| Tablecloth | To borrow a JJ tablecloth, please complete the request form below by selecting "Other" & then writing the request & date/time needed | We do not produce tablecloths customized for individual units, departments, events, etc. Click the link to self-service resources above for options. |
| Video | Determined case by case | |
| Website support | Determined case by case | Content owners are responsible for updating their pages. Please see link to user's guide above. For more advanced help, pls complete the request form above. |
| Zoom background | Click the link to self-service resources above for options |
Social Media Graphics Guidelines
Here are best practice social media graphics guidelines:
- Prioritize visuals: Social media is a visual medium, and social media graphics that convey your message primarily through images or bold graphics are likely to perform better.
- Minimize text: 80% of social media users access platforms via their phone -- text should be easily readable on a small screen. Remember that information can also be conveyed via the caption.
- Include URLs in captions: Users can click on a URL in a caption (or link in bio on Instagram) but not on a URL in a graphic. Place the URL where it's most user-friendly.
- Include logistical info in captions and/or webpage: Focus on the most vital info that motivates a user to act (register for an event, apply for a scholarship, donate, etc). Logistics like an event schedule, event location, Zoom link, contact info, etc. are usually of secondary importance for users.
- Here are some sample graphics that follow these guidelines: program, ranking, alumni profile, event, scholarship.