5.10 AUX - Printing Services (Print Shop and Copy Center)

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Effective: September 25, 1995

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Printing Services

Policy Details:

1. Purpose.

   Establishes university policy and procedures regarding printing and high- speed copying.

2. Scope.

   Applies to all university departments and activities.

3. Policy.

   1. Function and Services.

      The function of Printing Services is to meet university printing and copying needs. Printing Services consists of the Print Shop located at the rear of the campus just off Riegel Road and the Copy Center located in Westside Hall. See Appendix A for an itemized list of services offered by the Print Shop and Copy Center.

   2. Requests for Printing Services.

      University policy requires that ALL orders for printing and duplicating that are within the capabilities of the on-campus facilities be submitted to UNCW Printing Services. Printing and duplicating orders must be submitted on a completed Request for Printing Services form.

   3. Material Printed Off Campus.

      The Printing Services Manager should be contacted in the earliest planning stages of production if concerns arise over whether the work can be printed on campus. In the event the requirements are beyond the capability of the equipment used on campus, Purchasing Services will submit the project for competitive bidding. A UNCW Purchasing Requisition shall be created in all cases where printing/copying services are contracted outside the university. (See Appendix B of Procedure PUR 1.10 for detailed instructions regarding off-campus printing.)

   4. Lead Time.

      The time required to complete a printing request depends on the complexity and volume of the job. A lead time chart is available from Printing Services. Contact Printing Services Customer Service if further assistance is required in determining lead time to ensure sufficient time is allowed to process the request. Failure to allow adequate lead time will result in a higher cost for "Rush" projects.

   5. Cost of Reprints Due to Errors.

      Printing Services will print orders in strict accordance with the instructions on the UNCW Request for Printing Services form. The requesting department is responsible for paying the cost of reprints due to erroneous instructions on the form. Printing Services will reprint work at no charge to the department if instructions on the forms were not followed.

   6. Personal Copies.

      Personal copies of university-related materials may be made at the Copy Center. Printing Services is not allowed to assist with personal copies of non university-related materials. Self-service personal copying is available in the Library, Cameron Hall, the University Union, and Galloway Hall.

4. Procedures.

   1. Contact the Printing Services Manager if you are unsure if printing can be done on campus.

   2. Requesting On-Campus Printing Services.

      1. Routine Printing Needs. Forward a completed UNCW Request for Printing Services form (along with originals to be printed) to either the UNCW Print Shop or Copy Center, according to the guidelines in Appendix A. If you are unsure as to whether your printing order should be sent to the UNCW Print Shop or Copy Center, contact Printing Services Customer Service for assistance or address the campus mail envelope to Printing Services, and your printing order will be routed to the correct location on the same day the order is received. Printing Services will print and deliver the material to the requesting department.

      2. Complex Printing Needs. Contact Printing Services Customer Service for an appointment for assistance in the preparation of printing specifications or to meet with the Printing Services designer. Customer Service will assist you in the selection of paper and inks and provide estimates or quotations if the design of the material to be printed has been decided. If conceptual design work or original art is needed, the Printing Services graphic designer/ illustrator will assist you. A UNCW Request for Printing Services form must be completed and submitted when work begins. Printing Services will print and deliver the material to the requesting department.

   3. Design and Illustration Service. A graphic designer/illustrator is available in the Print Shop to assist with planning and designing and to provide original art for printed pieces.

      1. Design Service. If the piece is printed on campus, there is no charge to the department for planning or design work. Once a design has been agreed upon, typesetting at an hourly rate will be charged to prepare a camera-ready original of the design for printing. If the piece is to be printed off campus, an hourly design rate will be charged for all time spent planning and designing the piece.

      2. Illustration Service. All illustration (providing original artwork) is charged at an hourly design rate whether the piece is printed off campus or on campus.

         For current hourly rates or further assistance, contact Printing Services Customer Service at extension 3289.

   4. "While You Wait" Service.

      Copying (including collating and stapling) can be done at the Copy Center on a "walk-in" type basis if the following criteria are met:

      1. The material to be printed is camera ready.

      2. Printed size is 8 1/2" x 11" or 8 1/2" x 14."

      3. Material to be printed consists of the following:

         - one original up to 500 copies, or

         - 10 or less originals up to 50 copies of each original, or

         - any combination of originals and copies not exceeding a total of 500 copies.

   5. Pickup and Delivery Service.

      Printing Services provides pickup and delivery for all services two times a day (morning and afternoon). Pickup service is available upon telephone request.

   6. "Same-Day Turnaround" Service.

      If Printing Services is called before the scheduled morning pick up/delivery, the material to be printed will be picked up, the work performed, and the completed project delivered to the requesting department in the afternoon delivery if the same criteria are met as for the "While You Wait Service."

   7. "24-Hour Turnaround" Service.

      When Printing Services is called for a pickup, the material will be picked up at the next scheduled pickup/delivery, the work performed, and the completed project delivered to the requesting department at the next delivery if the same criteria are met as for the "While You Wait Service."

   8. Departmental Charges.

      After printing has been completed, Printing Services will send the pink copy of the UNCW Request for Printing Services form (with the charges indicated on the form) to the department that requested the printing. Charges for printing and duplicating services provided by Printing Services are posted daily (as a separately identifiable transaction) directly to departmental accounts.

Procedure No. AUX 5.10 Effective: September 25, 1995

Appendix A. Services Offered by the University Copy Center and Print Shop

• Carbonless paper printing
• Collating
• Stapling
• Cutting
• Enlargements and reductions
• Folding
• Padding
• Booklet making

Instructions for Preparation of Forms Effective: September 25, 1995

Name of Form: Request for Printing Services

1. Purpose.

   This form is used to request printing/duplicating services from Printing Services.

2. Where to Obtain Forms.

   Blank, pre-numbered forms may be ordered from the U-Business Web site.

3. Where to Send Completed Forms.

   The UNCW Request for Printing Services is a four-part set. Completed forms consisting of an original (white) and three copies (yellow, pink, and gold) are to be routed as follows:

   1. The original (white) and two copies (yellow and pink) are to be forwarded through campus mail or hand-carried to either the Copy Center or Print Shop according to the guidelines in Appendix A. If you are unsure where the request should be sent, contact the Printing Services Manager or address the campus mail envelope to Printing Services, and it will be routed to the correct location the same day the order is received. Pickup service of orders is also available upon telephone request.

   2. The gold copy is to be retained by the requesting department for departmental records.

4. Instructions.

   All information on the UNCW Request for Printing Services should be typed by the requesting department. Instructions are provided only for those items requiring further clarification.

   Charge to Account Number. The 10-digit UNCW account number to be charged.

   Authorization to Charge. Signature of the department head or person designated to authorize expenditures to the UNCW account charged for the printing.

   Received By. If the printed copies are picked up from Printing Services by the department, sign here upon receipt.