Workflow: Proofing, Edits/Revisions, and Production

Each project includes a maximum of three rounds of client proofing and revision. Clients are expected to review each draft thoroughly and return consolidated feedback within three business days of receipt. OMC will implement edits and return a new proof within three business days, unless otherwise communicated.

Final approval is expected by the fourth proof. Projects that exceed the allotted revision rounds or fall outside the designated review window may be deprioritized or placed on hold to maintain production flow and accommodate other scheduled work.

Locked for Production

Once final approval is received, all files are locked for production. Any changes requested after this point will require a new round of revisions and file preparation, and the project will be rescheduled based on OMC’s next available capacity. This may significantly delay delivery, regardless of the original deadline.

Conditions of Use

OMC creative work is developed, approved, and delivered as a complete, integrated system—visuals, messaging, and strategy designed to function together. Partial use, selective editing, or independent adaptation of individual components (e.g., swapping imagery, rewriting headlines, or reformatting design elements for new uses) compromises brand integrity and is strictly prohibited.

When you request work from OMC, you are requesting the entire deliverable as approved. Departments, units, and third parties may not alter, deconstruct, resize, or repurpose OMC-produced materials (including PDFs, graphics, or layouts) for derivative use. This includes extracting design elements, replacing copy, changing proportions, or modifying typography outside OMC oversight.

Any adaptation, resizing, or reuse of OMC deliverables must be submitted as a new project request through the official intake process. Unauthorized modification, redistribution, or reassembly will result in immediate removal from circulation and may delay or restrict future project approvals.

In plain terms: OMC deliverables represent approved university communications and must be used in their entirety, as designed and delivered.

Approved Scope of Use Only

Deliverables may only be used for the campaign, event, or medium for which they were originally created. Any adaptation, resizing, or reuse must be submitted as a new project through the official intake process.

Expiration and Obsolescence

Materials created for specific dates, campaigns, or time-sensitive purposes may not be reused once the original context has passed. Simply updating dates, deadlines, or minor details does not make an outdated design valid. Expired creative assets are prohibited from reuse because they may no longer reflect Loyola’s current brand standards, messaging, or strategic goals.

No Unauthorized Third-Party Sharing

Deliverables may not be shared with external agencies, printers, or vendors without OMC knowledge and oversight. Vendors requiring specific formats must coordinate directly with OMC to ensure files are correctly built to specifications.

Working Files Not Provided

Working files (e.g., InDesign, Illustrator, Photoshop) are not shared with clients or outside vendors. OMC provides final, production-ready deliverables only.

Ownership

OMC retains full copyright and creative ownership of all designs and files. Departments are granted limited, non-transferable usage rights for approved purposes only.

Enforcement

Unauthorized alterations, distribution, or reuse are subject to immediate removal from circulation at the department’s expense. Such violations may also impact OMC’s ability to prioritize future requests from the offending unit.