Located in Faculty Hall, Suite 126
General Policies and Procedures
Media & Printing Services (M&PS) provides in-house printing and reprographic services to the University community.
All printing and reprographics for the University must be routed through M&PS. M&PS has the first right of refusal on printed and copied materials. In the event that M&PS cannot reproduce the material needed, it will be the liaison for the University with outside vendors. This will ensure that continuity and quality standards are met and the basic University Branding Guidelines are strictly adhered to at all times.
M&PS has the right to refuse publication of any materials not meeting University Branding and Quality Standards. Example: copies of copies of copies will not be duplicated or information that has not been approved by the Marketing & Communications. In the event a document is received by M&PS that does not meet quality standards, the piece will be sent to Marketing & Communications requesting approval to print, an appropriate original master or modified information. Electronic digital masters are preferred.
The client is ultimately responsible for the content of materials submitted for duplication. All graphic materials produced in-house are edited and proofread to ensure accuracy and that the project meets University guidelines. While proofreading is a shared responsibility with a client, the final proofing is the responsibility of the client. M&PS are not content specialist, and will not change any content of the material submitted to be duplicated. In the event that we notice an error it will be brought to the attention of the client.
M&PS cannot duplicate any copyrighted materials including; paper, audio or video copies without proper permission for the copyright holder. This permission has to be in a written format. To obtain this authorization, contact the copyright holder with an explanation of the purpose and intent for the reproduction. As a rule normally, for learning/research purposes copyright holders allow materials to be copied. Make sure to have the appropriate paperwork before submitting to M&PS with the printing request. See the University System of Georgia web page for more information regarding copyright and fair use. http://www.usg.edu/copyright/
All institutional copiers fall under the umbrella of M&PS. M&PS supports a fleet of copiers throughout the University. Pricing is set at $0.03 and $0.04 depending upon department supplying paper or not. All maintenance and toner is included in that price.
Procurement of any copier or Multi Functional Device, Black & White or Color, upgrading of any copier or Multi Functional Device, Black & White or Color, must be approved by Information and Technology Services, (ITS) and M&PS.
M&PS maintains a high speed, high volume black and white duplication system for the University. All work requests can be submitted via email, firstname.lastname@example.org or hardcopy. Orders can only be processed with a cost center, charge back code. Pricing is at $0.02 per side, 20# white copy paper. Pickup and delivery is Monday – Thursday at 10:00 am, and 2:00 pm, and Friday at 10:00 am only. Most buildings have a drop off and pickup location. Check with departmental office to find building location or email/call M&PS for this information. All orders are delivered in protective wrap for security purposes. Requested turn around time for all orders is 48 hours. Shorter turn around time is dependent upon production schedule. Every effort will be made accommodate the work request.
All official two-color, single color, letterhead, envelopes, and business cards must be ordered through Media & Printing Services. University employees may not order business cards from off campus vendors and use them to represent themselves and the University.
Clayton State letterhead is specially manufactured with a watermarked University Seal impregnated within it. Stationery is printed on 24# Strathmore, soft white paper. All official documents should use this letterhead for communication purposes.
Faculty and staff may order stationery, envelopes, and business cards using the forms available on the Web site. All stationery is customized with the department’s name.
The two-color stationery, envelopes, and business cards are printed in PMS 165 official orange and PMS 288 official blue. One color is printed in PMS 288 official blue.
Orders for official Clayton State University name badges are placed with M&PS. Name badges for employees of the University are gold finished with black lettering and magnetic backing. Three lines are the maximum lettering permitted. Ordering instructions are located on the M&PS Web site https://claytonstate.qualtrics.com/jfe/form/SV_4IqfZgxqySAHep6 . Student name badges are in silver only.
Quotes are given on a request basis only. Simple to Complex duplication project quotes may be requested and are encouraged for departmental budgeting. In the event an external written quote is obtained, at a lower cost, M&PS has first right of refusal. If M&PS cannot match or reduce quote then approval will be granted for outsourcing.
Every completed work request is delivered with a pink copy of the original work request and pricing. Invoicing for monthly reprographic and printing services is handled via Business Services and Journal Entries. Information is gathered electronically from work requests; reports are generated, and forwarded to Business Services. Each department is sent their own detailed invoice for the transactions of the month.
In order to make sure that outsourced projects meet University branding and quality control standards, all reproduction materials in the form of printing or reprographics must go through the Marketing & Communications Department.