Project Process

First, please submit a Project Request.  In order to ensure effective processing, please provide as much detail as possible and indicate your requested completion date in the “drop/delivery date” field.

Approval Process

Because we want to ensure the piece we deliver to you is free from errors and conveys a clear message that aligns with your intention, we have a multi-level proofing process.

The first version of the project will be created, edited internally, and sent to you for approval through Proof HQ, our online proofing software. Your project coordinator will upload the proof to all applicable parties, and we ask that you note your corrections/approval on the proof within 24 hours of receiving it. The Marketing Team will then make any changes, and the project will be reviewed by Quality Control and sent for printing or production.

For Proof HQ assistance, check out this helpful document or reach out to your project coordinator.

Expected Timeline

To best serve all of our clients, we ask for the following standard timelines. Please note that these timelines can be impacted by priority events or by seasons during which a significant uptick in requests occur. Submitting your project as early as possible, including all applicable information, allows us to avoid delays should questions or significant changes arise, so planning ahead helps us all.

Standard* Timelines:

• Voice and Text Blasts: 2-3 weeks
• Text-only Emails: 2-3 weeks
• Digital Ads: 2-3 weeks
• Creative Emails: 3-4 weeks
• Print Pieces Under 10 pages: 4-6 weeks
• Print Pieces Over 10 pages: 6-8+ weeks

If you have an urgent request and would like to expedite your project, please reach out to your project coordinator directly.

*Please note that pending the scope of the project and changes requested during the proofing process, the timeline may be extended.

Marketing Approvals

Departments with internal creative teams and resources may design their own artwork for internal departmental projects, such as posters and flyers for on-campus use. Please refer to the Branding and Editorial Style Guide Quick Tips reference sheet when creating pieces for your department.

Definition of Audiences

• Internal: Members of the on-campus Liberty community (i.e., residential students)
• External: Faculty and staff, alumni, potential students, parents, donors, etc.

Marketing Approvals Process

Any project that could be viewed by an external audience or has an external impact or visibility — for example, a concert advertising to the general public — must be submitted as a Marketing Approval piece by creating a Project Request and attaching your artwork. These types of projects include billboards, postcards, etc. You must also include a brief description of the piece:

• What type of project is it?
• How long will it be used?
• Where will it be used?
• Who is the audience?

To keep your project on track, please send your artwork to your project coordinator at least 72 hours (3 business days) before it needs to be finalized. The proofing process typically takes 24–48 hours, and you’ll receive feedback on any edits or changes that need to be made. If bigger changes are required, expect another 24–48 hours for reproofing. Once everything is approved, your project coordinator will notify you.

Departments utilizing Marketing Approvals are responsible for printing and publishing their own materials. Print Shop requires Marketing’s approval before printing any materials, so you will need to provide verification that this has been done when submitting your print request.

Templates available for your use:

• Event Program (For help, see our Event Program User Guide.)

• Slides (Slides do not need to be submitted for marketing approval.)

Video Submissions

For video creation, Liberty University allows departments to create their own videos for external use. However, if the video exceeds 30 seconds, it must be sent to video@liberty.edu for review. During the review process, the university checks for grammar and spelling errors, ensures that logos and branding are properly represented, and verifies the editing quality of the video. By adhering to these guidelines, the university can maintain a consistent and professional image across its external-facing materials.