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Policies and Procedures

Printing Services

Location:

Located in Faculty Hall, Suite 126

Phone Number:

(678) 466-4377

General Policies and ProceduresPrinting Services provides in-house printing and reprographic services to the University community.

In order to ensure the best pricing for the University and to maintain quality, all printing and reprographics for the University must be routed through Printing Services. In the event that Printing Services cannot reproduce the material needed, we will be the liaison between the University community and outside vendors. We will use our relationships built over many years to secure the best quality and pricing for your work.

Printing Services will work with the campus community to ensure all materials meet University Branding and Quality Standards. In the event a document is received by Printing services that does not meet those standards, we will collaborate with Marketing and Communications to produce the material. Electronic digital masters are preferred.

While Printing Services strives to proofread and edit all materials for accuracy, the client is ultimately responsible for the content of materials submitted for duplication. The Printing Services staff are not content specialists, and will not change any content of the material submitted to be duplicated without consulting with the client.

Copyright

Printing Services cannot duplicate any copyrighted materials without proper written permission from the copyright holder. 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. Please have the appropriate paperwork before submitting to Printing Services 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/

Copiers All institutional copiers are administered by Printing Services. Printing Services supports a fleet of copiers throughout the University. Pricing is set at $0.03 and $0.04 depending upon whether the department supplies paper or not. All maintenance and toner is included in that price.

Procurement or upgrading any copier or MFD, black & white or color, must be coordinated and approved by Information and Technology Services, (ITS) and Printing Services.

ReprographicsPrinting Services maintains a high speed, high volume black and white duplication system for the University. All work requests can be submitted via email, printingservices@clayton.edu or as hard copy. 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. Most buildings have a drop off and pickup location. Check with departmental office to find building location or email/call Printing Services 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.

Printing All official two-color, single color, letterhead, envelopes, and business cards must be ordered through 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 this 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.

Name Badges Orders for official Clayton State University name badges are placed with Printing Services. Name badges for employees of the University are gold finished with black lettering and magnetic backing. Student name badges are in silver with black lettering. Three lines are the maximum lettering permitted. Ordering instructions are located on the Printing Services web site https://claytonstate.qualtrics.com/jfe/form/SV_4IqfZgxqySAHep6 .

Production Quotes Quotes are given on request. Project quotes may be requested and are encouraged for departmental budgeting. In the event an external written quote is obtained, at a lower cost, Printing Services has right of first refusal. If Printing Services cannot match or reduce quote then approval will be granted for outsourcing.

Monthly Billing 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. Each department is sent their own detailed invoice for the transactions of the month.

Outsourcing Vendors 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.