Duplicating and Printing Guidelines and Policies

Purpose - Printing Services was established at Ohio Northern University in 1977 as an auxiliary service with the purpose of providing quality duplicating and printing services to all departments of the University. It is the policy of the University that small copying orders be done within the department, the remaining duplicating and printing orders handled through Printing Services, and all orders that cannot be produced through Printing Services are contracted out by the University Printing Services.

Work Requests:

We are now using special forms online specifically for the ordering of business cards, envelopes and letterheads. Please use those for the specific item.

We also have online a work request form for you to fill in and then print out on your computer. Keep an additional copy for your reference if you wish. If you have the full version of Acrobat, you may be able to save these files on your computer. If you are submitting work electronically, you can attach the work request form as well as the PDF file to Printing Services.

Duplicating vs. Printing - We offer duplicating (toner on paper) and printing (ink on paper). The orders will be reviewed and the University Printing Services will determine the process to be followed, taking into account cost, deadlines and overall workload in the department.

In addition, some items can only be done through the printing process: envelopes (because of postal bars and equipment constraints); paper that must be used through a copier after printing (heat from your machine will cause the image to streak if it is not prepared correctly); materials that require ONU’s orange ink (this must be exact); and some papers cannot be run through the duplicator.

Minimum Orders - The duplicating process will now have a minimum order of 100 impressions per request. However, please be aware that the copying you do on your department’s copier only costs your department the paper and staples you purchase, so small orders should be done on that machine. Also, if you only need a few copies of one sheet, these should be printed off your computer. If your machine is down, we can copy the small amount, but we will have a minimum charge of $2.

The printing process will have a minimum of 500 per request for most items.

Production and Scheduling - Because of the highs and lows in the volume of our work, please keep in mind that we must coordinate all the work of the University. Every effort will be made to produce your work in the time you are requesting it.

Also, if you know you will be needing a large order produced, please call ahead so we are sure we have the materials needed on hand. We have limited storage space but can get most of our materials in a couple of days. All bindery features can add additional production time.

The following is a general production schedule. However, many times we are able to produce the work in a shorter turn-around time than indicated here. Our standard production scheduling:

• Duplicating: 24 hours - one week
• Printing (some items require approval from the Office of Communications and marketing, and the time frame indicated below does not include that time):
  • Business Cards: one to three weeks
  • Letterheads: one to two weeks
  • Envelopes: one to two weeks
  • Forms (new): two to three weeks
  • Forms (exact repeat): one to two weeks
  • Brochures and flyers (new): three to four weeks
  • Booklets (fewer than 24 pages): three to four weeks
  • Books (more than 24 pages): four weeks min.
  • Posters: one to two weeks

Estimating - The pricing for the duplicating process has been detailed for you. The pricing for the printing of business cards, letterhead and envelopes is also included on the appropriate order form. Remember, all additional features add cost to your order.

All other orders are "custom," and if you need pricing, please contact the University Printing Services.

Outside Vendors - When a printing request is beyond our press capabilities, Printing Services will request a bid from outside vendors who have the equipment to produce the product within their own facility. We have many vendors to choose from and know their capabilities by the equipment lists they provide.

Office Of Communication and Marketing – The Visual Identity Guide - Printing Services works closely with the Office of Communications and Marketing to ensure that any printed materials represent the University accurately and in accordance with the University’s Visual Identity Guide. The Visual Identity Guide governs the use of all of ONU’s logos as well as procedures pertaining to layouts of some of the materials used by the University. We will review your orders to be sure that we follow those guidelines. In following the Visual Identity Guide, stationery will not be personalized with an individual’s name. Business cards are used for that purpose. All publications must be handled through Public Information. Any department wishing to publish materials dealing with academic matters should have the materials reviewed and approved by the dean of the appropriate college and the vice president for academic affairs before any printing can be started.

Copyright and "Fair Use" - In 1991 the educational copying of materials under "Fair Use" was challenged, and as a result, copying of copyrighted materials for educational use became more defined. In an effort to protect the University, Printing Services will review your materials and may request proof of permission to duplicate copyrighted material. If you need more information about copyright guidelines, please go to the Heterick Library’s link on ONU’s Web page - Help / Instruction - Copyright Basics.

Duplicating and Printing Guidelines and Policies (Effective Sept. 1, 2005)

This cost is also reviewed in the overall cost of the order. The vendor chosen will be determined by University Printing Services. As this procedure is a policy of Ohio Northern University, failure of a department to follow it will result in the order not being honored for payment to a vendor that is not approved by Printing Services.

Copy Prep for Duplicating – Camera-Ready Copy

• Provide your copy on white paper , no matter what you want your final product to be printed on.
• If the copy is to be duplicated on both sides of the sheet, still provide the individual pages with the copy on one side only. This will keep the copy clean.
• Keep at least 3/8-inch margin on all four sides of the sheet as this will prevent images and text from being cut off. The duplicating machine needs a "gripper" area where no toner can be placed on the paper.
• Avoid using tape, white out or layers of paper as this makes it difficult to scan the originals.

Electronic Submission

• PDF (Portable Document Format) files made through Adobe Acrobat work best. You must have the full version of Acrobat to make the files. The graphics and photos are clearer and more distinct when PDF files are used.
• When you create the PDF, "distill" it for "press." This embeds all links (typefonts, graphics, photos) into the file so that if we don’t have the necessary items on our computer, the file is complete, and we can proceed. Be aware, though, some typefonts will not transfer as this is a copyright and royalty issue and the font is designed so that it will not transfer. ALWAYS REVIEW THE PDF TO BE SURE ALL ELEMENTS ARE CORRECT.
• Be sure to watch the margins in your original document. The PDF file is created from the parameters you set up in your original document, so if you have placed copy outside your margins, it will not be as it appears on your computer screen when you make the PDF.
• Photos, graphics - These work best if they are changed to "gray scale" prior to making the PDF. As all duplicating is done with black toner, correcting this issue will also help with the file size. Be aware that Microsoft Word is not a graphics program but a word processing program, and also, Microsoft Word and Adobe Acrobat are not made by the same manufacturer, so there may be glitches in the creation of the PDF. Printing Services does not use Publisher or PowerPoint.

Copy Prep for Printing – Camera-Ready Copy

• Provide your copy on white paper, no matter what you want your final product to be printed on.
• If copy "bleeds" off the edge, it must be provided on oversize paper. It is then printed on oversize paper and trimmed.

Electronic Submission

• PDF (Portable Document Format) files made through Adobe Acrobat work best. You must have the full version of Acrobat to make the files. The graphics and photos are clearer and more distinct when PDF files are used.

• When you create the PDF, "distill" it for "press." This embeds all links (typefonts, graphics, photos) into the file so that if we don’t have the necessary items on our computer, the file is complete, and we can proceed. Be aware, though, some typefonts will not transfer as this is a copyright and royalty issue, and the font is designed so that it will not transfer. ALWAYS REVIEW THE PDF TO BE SURE ALL ELEMENTS ARE CORRECT.

• Be sure to watch the margins in your original document. The PDF file is created from the parameters you set up in your original document, so if you have placed copy outside your margins, it will not be as it appears on your computer screen when you make the PDF.
• Photos, graphics - These must be changed from RGB to CMYK. RGB (red, green, blue) is the color model used on the Web and on your computer screen. CMYK (cyan, magenta, yellow, black) is the color model used in printing. We cannot make negatives based on the RGB color model. Also, if you are making a job with two colors of ink, black and another color, make the second color a color. It can be separated in the negative stage. Be aware that Microsoft Word is not a graphics program but a word processing program, and also, Microsoft Word and Adobe Acrobat are not made by the same manufacturer, so there may be glitches in the creation of the PDF. Printing Services does not use Publisher or PowerPoint. We use Adobe Creative Suite programs.
• When designing an item for printing, each color specified adds to the cost of the printed piece. Please contact Printing Services first before doing extensive layout on the item to be sure it is both physically and financially possible to produce.

DELIVERY. Finished items may be picked up, sent through campus mail, or sent through University warehouse.

NOTE: All tests are to be hand delivered and picked up by a secretary or faculty person only. NO EXCEPTIONS.

BILLING. After an order is completed your work request form will be copied and the cost will be indicated on the form. These figures are then submitted to the Office of the Controller who will transfer the funds from your account to the appropriate accounts for Printing Services.

PERSONAL WORK FOR ONU EMPLOYEES

Personal duplicating will be done for ONU employees, provided our work schedule will permit it. If applicable, Ohio sales tax will be charged. If you are preparing items for a tax-exempt group, a certificate of exemption must be completed and submitted to Printing Services for our records. Also, no duplicating will be done for profit-oriented companies, and no printing swill be done. All duplicating work will be charged twice the posted pricing for the departments, and blank stock (in moderation) will be charged at 1.5 times the posted price. Payment must be made at the time of pick up of the completed materials.

If you have specific questions for copy prep, postage concerns printing time frames, please call, and we will be happy to inform you of the specifics needed for the development of your project.