Longwood University

Printing Services offers a full line of services including:

• Black and white digital network printing/copying
• Full color digital network printing/copying
• One, two, and four color offset printing
• Typesetting and Graphic Design
• Complete bindery services to include Collating, Stapling, Scoring, Perforating and Drilling
  

• Shrink Wrapping
• Paper Cutting/trimming
• Project quoting/estimating
• University Forms and stationary
• Pickup and Delivery

Copy Center Procedures

Copy Center staff picks up and delivers project requests by phone (X2480) or e-mail. Requests made before 9:30 am will receive same-day delivery.  Walk-in business will be handled on an “as-you-wait” basis depending upon volume and overall production schedule. Projects may be submitted via e-mail to printing4u@longwood.edu. Accepted formats include Quark, Word, Publisher, Powerpoint, Acrobat, etc. or by disk submission.

Confidential Materials

Sensitive or confidential materials, such as student documents or examinations, will be seen and copied only by staff members of the Printing Services department. Originals will be returned to the department in a sealed, initialed envelope.

Printing Procedures

Complete a Printing Requisition Form, available in the Center or online at www.longwood.edu/printingservices/elcsbmt.htm or by phone (Ext. 2645). Requisition forms may be submitted in person, electronically, or through the campus mail. For blank requisitions, phone or e-mail and appropriate information will be forwarded via campus mail.

Pre-Production

Complex projects require a pre-press consultation with the production coordinator to determine the best design, paper, ink, size, and other variables to attain desired results. Such requests are noted on the requisition form. Paper Selection Process On projects other than stationery, Printing Services will advise on paper selection appropriate for the project and will procure it per project specifications. The budget code should be included on the printing requisition form. Creative Services Services include typesetting, design and editorial assistance to faculty, staff, and students upon request. Projects requiring creative work will receive a cost estimate for these services. Proofing and Approval Process Proofreading is the responsibility of the client requesting the project. After reviewing proof(s), a signature is required as final approval on the “Approval to Print” line of the printing requisition. Projects requiring multiple ink colors or targeted to off-campus constituencies must be approved by the Associate Vice President for Marketing & Communications directly or via the Office of Printing Services. Release must be obtained from the Director of Printing Services before print jobs can be produced off-campus using external resources. For primary, marketing-oriented publications that are created and produced through the Office of Public Relations, the Director of Publications and Visual Art or the Associate Vice President for Marketing and Communications will determine whether on or off-campus printing resources will be used. This decision will be made in accordance with state regulations and will be contingent upon the client’s budget allocation. Failure to comply with these procedures may result in budgetary restrictions.

Project Development

Printed materials such as letterhead, envelopes, brochures, etc., are produced on a press and require more production time than the copy process. Factors that influence production include: ink drying time, quantity, and bindery requirements (folding, collating, stapling, etc.).

Press-produced projects require a minimum of seven working days more during peak production times or if substantial creative work is included. Larger publications such as books, and multiple ink-color jobs require adequate production time.

Delivery

Projects will be delivered or picked-up when complete. Projects weighing 40+ lbs. will require arrangements through Facilities Management for delivery.

Monthly Billing

Process The last working day of the month, all completed work orders are combined into an excel spreadsheet file which is electronically uploaded via the Department of Accounting and Financial Reporting. This process may involve a 4-5 day period because of pending schedules and workload. All non-agency (i.e. student organizations, grant, foundation) charges are deemed third-party invoicing and directly invoiced.