Contractors are helping IARC meet growing science communication needs.
Contractor projects should have a clearly defined goal, audience, output and timeline. Open-ended, ongoing, or idea-stage projects are not a good fit.
Contractor work includes:
Graphic design and illustration
Photography and videography
Video or audio editing
Writing (press releases, feature stories) and editing
Initial website development
Requests for contractor help need about 1–3 months of lead time. Please plan ahead, send requests early and be flexible.
Each contractor has a blanket purchase order already set up with IARC. After discussing the estimated time needed to complete the project, submit a purchase request to IARC Purchasing for work you expect each contractor to do. The purchase request must be on file before the work begins, and should include:
Fund/org(s) the work should be charged to (IARC Fund 1 cannot be used to cover contractor expenses)
Name of the science communication project
Name of the contractor you’re working with
Estimated number of hours/cost for the service. Note that our arrangement with contractors includes only their time. You will need to use a separate purchase request to pay for printing or other services.
Invoices submitted by contractors will be sent to IARC Purchasing for processing.
Please use the Communications Request Form to engage a contractor.
This will help us monitor the amount of work contractors receive and help the communications team better integrate their work into IARC's strategic communications vision.
Once a contractor has been identified, you will work one-on-one with them. The Comms Team will review completed products (see below for review details).
You will need to provide the contractor with the essential information they will need to provide an estimate beforehand and to do the job. It is best to provide this in writing.
Background overview. Provide an overview of the group or program for context and links for more information.
Context for work. Provide information about why this work is needed at this time.
Narrative strategy. If appropriate, it may be helpful to provide additional strategy about the narrative behind the work.
Required language, accessibility guidelines, and branding links. Provide links to any additional information they will need to know for the job.
Scope of the project. What will they do exactly? Be precise.
Your timeline. Outline your deadlines and expectations for their work; try to provide adequate time for design and development. Consult with them first about how much time they need to complete the work beforehand.
Build review into your project timeline. Know your reviewers and what an acceptable turnaround time is. While it may be appropriate to give internal reviewers only a few days, outside reviewers will appreciate more time. You can make enemies by asking Tribal entities, agencies, or others slammed with requests to review materials too quickly. If you are under tight deadlines, it can be helpful to let reviewers know in advance when they might expect to see drafts.
Be upfront about review details
When asking for a review, mention who is reviewing the product and the stage you are currently at. This tells the reviewer you have a plan and discourages them from forwarding it to others for review before you are ready. It also ensures that they “stay in their lane” and that a scientist doesn’t dive into design review if the comms team is next, and vice versa. For example:
April 1 - Review by X, subject matter expert
April 5 - Review by Y, science communicator
April 10 - Current review stage by Z, external reviewer
Ask for a review via Google Calendar
Checklist for design review
Check relevant guidelines for style considerations for design and language. UAF University Relations guidelines are a good place to start, but most journals and external organizations may also have requirements to consider.
Check for spelling and grammar errors.
Is all jargon replaced or explained?
Are the correct UAF and IARC logos present?
AA/EO statement included?
[group name] is part of the International Arctic Research Center at the University of Alaska Fairbanks.
Are text boxes, photos and graphics aligned and properly spaced? Is anything too close to page edges and/or outside margins?
Are the correct colors used? Tints of colors are OK, but don’t change the color itself. Is there enough contrast between colored text and/or colored backgrounds? See color guide
Are all links working, embedded in text and descriptively written?
Does it pass WCAG 2.1 AA accessibility requirements?