Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

SERVICES
80.05
Revised 07-15
University Communications
509-335-3518

Printing Services

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PRINTING POLICY

University departments are to route requests for printing and related production services to the Office of University Communications. As the designated agent of the Washington State Department of Printing, University Communications 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, copying, scanning, typesetting, assembly, and binding.

Service Provider Exceptions

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

Non-Pullman Units

Non-Pullman units which have received written prior approval from University Communications 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 Communications. See below.

Employees in Travel Status

Employees in travel status may use purchasing cards or University travel charge cards to purchase University business-related copying 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 Communications staff approves the use of or directly applies University brand standards to print, copy, and web materials.

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

University Stationery and Business Cards

In accordance with the University's Graphic Identity Program, University Communications has 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 Communications produces all stationery and business cards.

Stationery and business card samples and additional information are available from the University Communications website at:

http://ucomm.wsu.edu/place-an-order

PRINTING SERVICES

University Communications 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 Communications outsources work to commercial vendors, in accordance with state of Washington printing regulations.

University Communications also provides printing, copying, and scanning services through CougarCopies. See below.

Consultation

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

University Communications 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 Communications.

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 flash drives with the electronic files or use FTP to send electronic files to University Communications. (See below.)

University Stationery and Business Cards (All Departments)

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

http://ucomm.wsu.edu/place-an-order

Registered Student Organizations

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

Non-University Entities

The Executive Director of University Communications follows directives in 30.15 when determining the eligibility of non-University individuals or 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 Communications website at:

http://ucomm.wsu.edu/place-an-order

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 Communications website at:

http://ucomm.wsu.edu

Select Design and Production, and then
Select File Transfer

Walk-in Submission

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

Telephone 509-335-3559 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, copying, and scanning work orders and delivers completed materials at no extra charge at WSU Pullman. Telephone 509-335-3559 to request this service.

Non-Pullman Units

Non-Pullman departments are to obtain direction from University Communications regarding the purchase of printing services. University Communications 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 Communications.

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 Communications for printing in-house or may request that University Communications approve local printing options.

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

Submitting Work Orders to University Communications

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

Online Ordering

Place online orders through the University Communications website at:

http://ucomm.wsu.edu/place-an-order

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 Communications website at:

http://ucomm.wsu.edu

Select Design and Production, 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 PRINT/COPY CENTERS

CougarCopies is the central University print/copy center with two locations on the Pullman campus. CougarCopies provides a full range of printing, copying, scanning, laminating, binding, and faxing services, and assists departments in meeting University copyright requirements.

Location and Hours of Operation

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

Location Telephone Hours
Compton Union Bldg. 509-335-1647 7:30 a.m. to 8:00 p.m., Monday through Friday
11:00 a.m. to 5:00 p.m., Saturday
1:00 to 5:00 p.m., Sunday
  Summer Hours   7:30 a.m. to 5:00 p.m., Monday through Friday
Cooper Publications Rm. 40 509-335-3559 8:00 a.m. to 5:00 p.m., Monday through Friday

Additional Services

Through CougarCopies, University Communications offers a managed placement program for departments in need of a new integrated, multi-functional device (print/copy/scan).

The CougarCopies "Peace of Mind" package proides departments with the following benefits:

Contact CougarCopies for more information; telephone 509-335-1647; or see the CougarCopies "Peace of Mind" package website at:

http://ucomm.wsu.edu/cougarcopies-store/peace-of-mind-program/

See also 70.27.