Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

SERVICES
80.05
Revised 10-09
University Publishing
335-3518

Printing Services

PDF link

PRINTING POLICY

University departments are to route requests for printing and related production services to the Office of University Publishing. As the designated agent of the Washington State Department of Printing, University Publishing must review and approve all printing requests to ensure compliance with state printing and procurement laws. Department personnel may not send printing requests directly or electronically to print vendors.

Printing and related production services include all University printing, photocopying, typesetting, assembly, and binding.

Service Provider Exceptions

Departments are to route printing policy exception requests to the Director of University Publishing.

Non-Pullman Units

Non-Pullman units which have received written prior approval from University Publishing may send printing requests costing less than $3,000 directly to approved local vendors. Such units are to direct all printing requests exceeding $3,000 to University Publishing. See below.

Employees in Travel Status

Employees in travel status may use purchasing cards or University travel charge cards to purchase University business-related photocopying services. See 70.08 and 95.03.

Marketing Brand Standards

The University's printing policy also includes requirements regarding marketing brand standards and University stationery and business cards.

Integrated Marketing Brand Requirements

University Publishing staff work collaboratively with Marketing and Creative Services to apply the brand standards to print, copy, and web materials.

University personnel are encouraged to contact University Publishing before preparing copy or creating electronic files for publication. University Publishing personnel help to ensure that University brand parameters are applied appropriately. University Publishing personnel also help to select production methods that will produce the best results and save time and money.

University Stationery and Business Cards

In accordance with the University's Graphic Identity Program, Marketing and Creative Services and University Publishing have developed a coordinated system of University stationery. All units are to use the standardized formats to show proper affiliation with the University. There are no exceptions to this requirement.

To maintain a consistent graphic identity, University Publishing produces all stationery and business cards.

Stationery and business card samples and additional information are available from the University Publishing website (see below) or the Graphic Identity Program website at:

http://www.wsu.edu/identity/

PRINTING SERVICES

University Publishing evaluates each submitted job, obtains brand approval, and determines the best production method. In most cases, materials are printed in-house. When necessary to meet job specifications, University Publishing outsources work to commercial vendors, in accordance with state of Washington printing regulations.

University Publishing also provides photocopying services through CougarCopies. See below.

Consultation

The staff at University Publishing assists users in determining the best reproduction methods, anticipated costs, and appropriate preparation of materials to be printed.

University Publishing provides written cost estimates and production scheduling upon request.

PRINTING ORDER PROCEDURES

WSU departments may use IRIs, e-mail, or online processes to submit printing orders to University Publishing.

Departments must provide budget authorization, including appropriate program/budget/ project account information, with each request.

Departments are to enclose samples, layouts, or original copy if available. Alternatively, departments may submit disks or flash drives with the electronic files or use FTP to send electronic files to University Publishing. (See below.)

University Stationery and Business Cards (All Departments)

All departments may place orders for University stationery and business cards with University Publishing using one of the following methods:

http://www.publishing.wsu.edu/

Registered Student Organizations

Registered student organizations requesting printing services follow the instructions in 70.18 prior to requesting printing services.

Non-University Entities

The Director of University Publishing follows directives in 30.15 when determining the eligibility of non-University individuals/ organizations to purchase printing services.

Pullman Campus Units

Request Methods

WSU Pullman campus departments may use any of the following methods to submit work orders.

Online Ordering

Place online orders through the University Publishing website at:

http://www.publishing.wsu.edu/

Include the appropriate program/budget/project account information with the request.

Digital File Submission (FTP)

Submit digital files by FTP (file transfer protocol) through the University network. For FTP instructions, go to the University Publishing website at:

http://www.publishing.wsu.edu/

Select Printing Services, and then
Select File Transfer

Walk-in Submission

Walk-in to submit completed work order requests to any University Publishing location, including CougarCopies. See below.

Telephone 335-3559 to request preprinted work order forms for CougarCopies services.

Submission by Campus Mail

Submit completed work order requests or instructions by interdepartmental mail; mail code 5910; Cooper Publications 40.

After-Hours Submission

Submit work orders after-hours by depositing completed work order requests or instructions in the drop box located at the main entrance to Cooper Publications Building on Grimes Way.

Free Pickup and Delivery

CougarCopies picks up new printing and photocopy work orders and delivers completed materials at no extra charge at WSU Pullman. Telephone 335-3559 to request this service.

Non-Pullman Units

Non-Pullman departments are to obtain direction from University Publishing regarding the purchase of printing services. University Publishing either prints the materials in-house or approves local vendors as indicated below.

Jobs Costing More than $3,000

Non-Pullman departments are to direct all printing jobs costing more than $3,000 including freight and sales tax, to University Publishing.

Jobs Costing Less than $3,000

For jobs costing less than $3,000 including freight and sales tax, non-Pullman units may direct the requests to University Publishing for printing in-house or may request that University Publishing approve local printing options.

University Publishing evaluates non-Pullman local printing requests and approves local vendors.

Submitting Work Orders to University Publishing

Non-Pullman departments may use any of the following methods to submit work orders to University Publishing:

Online Ordering

Place online orders through the University Publishing website at:

http://www.publishing.wsu.edu/

Include the appropriate program/budget/project account information with the request.

Digital File Submission (FTP)

Submit digital files by FTP (file transfer protocol) through the University network. For FTP instructions, go to the University Publishing website at:

http://www.publishing.wsu.edu/

Select Printing Services, and then
Select File Transfer

Submission by Campus Mail

Submit completed work order requests or instructions by interdepartmental mail; mail code 5910; Cooper Publications 40, WSU Pullman.

UNIVERSITY COPY CENTERS

CougarCopies is the central University copy center with three locations at the Pullman campus. CougarCopies provides a full range of photocopy and binding services, and assists departments in meeting University brand and copyright requirements. Upon request, CougarCopies provides a file of the approved University logo to University personnel free of charge.

Location and Hours of Operation

CougarCopies has customer service and technical personnel available at all locations to provide assistance as needed. CougarCopies maintains extended hours to accommodate emergency copying needs.

Location Telephone Hours
Compton Union Bldg.80 335-1647 7:30 a.m. to 9:00 p.m., Monday through Friday
9:00 a.m. to 6:00 p.m., Saturday
11:00 a.m. to 5:00 p.m., Sunday
  Summer Hours   7:30 a.m. to 5:00 p.m., Monday through Friday
Cooper Publications 40 335-3559 8:00 a.m. to 5:00 p.m., Monday through Friday
  Summer Hours   7:30 a.m. to 5:00 p.m., Monday through Friday
Holland and Terrell Libraries 120 335-8480 8:00 a.m. to 5:00 p.m., Monday through Friday
  Summer Hours   7:30 a.m. to 5:00 p.m., Monday through Friday

Additional Services

CougarCopies provides the following copier management services to departments as needed:

Contact CougarCopies for more information; telephone 335-1647; or see the CougarCopies Additional Services website at:

http://publishing.wsu.edu/cougarcopies/Additional_Services.html

See also 70.27.