REQUISITIONING FROM PRINTING SERVICES

• 1.0 Purpose
• 2.0 Policy
  • 2.1 Overview
  • 2.2 Printing
  • 2.3 Copying
  • 2.4 Planning and Design Services
  • 2.5 Personal Printing Requests
• 3.0 Definitions
• 4.0 References
• 5.0 Approvals and Revisions

1.0 Purpose

This policy describes the general guidelines for requisitioning printing and copying services.

2.0 Policy [Top]

2.1 Overview

Printing and Copying Services provides a wide variety of graphic services to University departments and operations on a cost-recovery basis.  Services include all types of printing and printed materials, from single ink color through four-color process, as well as full graphic design and composing services, folding and binding, bulk mail preparation and related processes, xerographic copying and duplicating, color copies and posters, course packs, copyright permissions and microphotography.  Services are provided from the Printing Office on Old Ivy Road, from any of several convenient Copy Centers around the Grounds or any of over 100 convenience copiers near your office.

Both the Printing Office and Copy Division encourage the use of electronic ordering, job submission, copy transmittal and other communication through the use of e-mail, e-forms and several on-line ordering forms available.  The department will provide assistance and training for such processes to University staff as needed, free of charge.

2.2 Printing

To request work from the Printing Office, departments should submit both a "Printing Office Requisition Form" and a sample of the job when available.  The Printing Office will provide blank copies of the requisition form on request; phone number 924-7186, or you may connect with our web page at www.virginia.edu/uvaprint and either print a blank requisition form for completion and submission, or complete and submit your request on line.  Several commonly ordered standardized items, such as letterhead and business cards, can be fully ordered on-line directly.  On receipt of your requisition and job copy, Printing Services will enter the request into the production schedule.  Every attempt will be made to meet any reasonable requested delivery date.

2.3 Copying

To request copying services, submit your order directly on-line through our web page at www.virginia.edu/uvacopy/, or take it to any of our Copy Centers.  We will also provide free pick-up and delivery to your office on request.  Micro-photographic services and photographic printing, including thesis and dissertation submission and binding services, are provided in the Alderman Library Copy Center, 1^st Floor.

2.4 Planning and Design Services

The Customer Service staff can provide assistance for any printing or copying project.  We will use both  in-house and commercial resources to provide the best product design and quality printing to meet your delivery date at the lowest cost possible, including obtaining part or all of a job from an appropriate commercial vendor in strict compliance with State and University guidelines.

Although Printing Services is not a mandatory source for printed materials, departments wishing to procure commercial printing or related services from outside sources, regardless of the dollar amount, MUST OBTAIN a Purchase Order from Procurement Services before the University will authorize any related payments.  Because competitive bids are required for purchase orders, departments should allow at least 15 working days for printing to begin. 

The University Printing Office can shorten delivery times and assist departments by:

• Providing most printing, copying, duplicating, and photographic needs, or,
• Procuring the job from commercial printing sources for you within all applicable guidelines.  Printing Services will write necessary technical specifications, obtain competitive bids from qualified printers, establish a Purchase Order and manage the production and delivery of your job.

Once the work is completed, Printing Services will directly charge the department's account for the cost of production.  A processing and handling fee of up to 10% will be added to the invoice price for outside procurements.

2.5 Personal Printing Requests

The Printing Office can neither produce nor contract for personal letterhead, business cards or other personal printing needs under State guidelines.  However, the Copy Centers will provide personal copying to the University community on a cash and carry basis.

3.0 Definitions [Top]

4.0 References [Top]

Please see Printing and Copying Services' departmental web page at www.virginia.edu/uvaprint/ for full information.

5.0 Approvals and Revisions [Top]

       Previous version in effect from 9/15/87 to 2/1/00 available in policy archive.